AI-Powered ECM for HR — Employee Lifecycle Document & Workflow Automation
Dalmia Cement, Hikal, Atul and other large Indian enterprises manage their entire HR document operations on ShareDocs Enterpriser — from AI-powered digital onboarding to statutory compliance, appraisals, training records and exit settlements.
AI-Powered ECM for HR — Employee Lifecycle Automation
Your HR team should be spending time on people, not hunting for documents.
A new employee joins. Their documents are submitted via email, stored in a shared folder, and manually filed by HR. Six months later, a statutory audit requires the PF nomination form. It takes three days to locate. An appraisal cycle begins and nobody is sure which offer letter was the final version. An employee exits and the F&F settlement is delayed because clearance forms are trapped in department email threads.
ShareDocs Enterpriser automates the complete employee document lifecycle — AI extracts data from employee onboarding documents, self-service portals let employees upload their own documents, and automated workflows handle everything from PF enrolment to full-and-final settlement.
- AI data extraction in onboarding
- Employee self-service portal
- ISO 27001 certified data security
- SaaS: 3 days. On-premise: 2–4 weeks
- Trusted by Dalmia Cement, Hikal, Atul
How HR teams use ShareDocs Enterpriser
AI-Powered Digital Onboarding
New employee uploads ID documents via self-service portal. AI extracts PAN, Aadhaar, bank details, qualifications automatically. Data pre-populates employee record. HR reviews pre-filled record — no manual data entry.
Statutory Compliance Management
PF and ESI enrolment documents collected during onboarding via workflow. Form 16 distributed to employees via secure email link with acknowledgement tracking. Labour law compliance documents managed with period-specific reminders.
Appraisal & Training Records
Appraisal documents routed through configurable approval workflows. Training certificates stored with expiry dates and renewal alerts. Complete employee development history available for HR and management review.
Exit & F&F Settlement
Resignation accepted — exit clearance workflow triggered automatically. IT, finance, administration and HR clearances tracked. F&F settlement document generated from template once all clearances received. Complete exit trail archived.
Key ECM features for HR & People
| Feature | What it does for your team | Type |
|---|---|---|
AI Data Extraction in Onboarding | PAN, Aadhaar, bank details, qualifications extracted automatically from employee documents | ✦ AI |
Employee Self-Service Portal | Employees view payslips, Form 16, upload documents — flows directly into HR record | |
Statutory Compliance Workflows | PF, ESI, Form 16 distribution with automated alerts and acknowledgement tracking | |
Exit & F&F Automation | Exit clearance workflow with multi-department routing and F&F document generation | |
Document Chat (AI) | HR teams ask questions to large policy documents and employment agreements instantly | ✦ AI |
Training Record Management | Training certificates stored with expiry dates and automated renewal alerts | |
HRMS/ERP Integration | Open APIs connect with SAP SuccessFactors, Darwinbox, Keka and other HRMS platforms | |
Audit Trail | Complete activity log for every document action — who, what, when, from where |
Frequently asked questions — HR ECM
How does AI data extraction work during employee onboarding?
When a new employee uploads their ID documents, education certificates and bank details via the self-service portal, ShareDocs AI automatically extracts key fields — PAN number, Aadhaar number, bank account and IFSC, date of birth, educational qualifications. These are pre-populated into the employee's record, eliminating manual data entry for HR.
What is the employee self-service portal?
The self-service portal is a separate web interface where employees can view their HR documents (payslips, Form 16, appointment letters, increment letters), download certificates, and upload required documents. Documents uploaded by employees flow directly into their HR record in ShareDocs — no separate manual upload by HR required.
Can the exit and F&F settlement process be automated?
Yes. When a resignation is accepted, ShareDocs automatically triggers the exit clearance workflow — routing to IT, finance, administration and HR for clearance. Once all clearances are received, the F&F settlement document is generated from the configured template. All exit documentation is archived and available for future legal reference.
How quickly can ShareDocs HR be deployed?
SaaS cloud: 3 days including self-service portal configuration and basic workflow setup. Full on-premise deployment with HRMS/ERP integration: 2–4 weeks. Our team handles complete configuration including employee document type setup, onboarding workflow design and training.
Ready to see AI-powered document management in action?
Join 300+ Indian enterprises. Start on our cloud in 3 days, or deploy on-premise in 2–4 weeks.