HR types in the catalog
Employment contracts, payslips, ID documents, certificates: tailored classification and extraction.
Solution · Human resources
Complete HR files, accessible only to the right people
HR handles sensitive documents: employment contracts, payroll, ID documents, certificates. DocPilot centralizes them, classifies them, runs them through a controlled approval workflow and makes them searchable — with access rights by role and by department.
HR’s everyday challenges
Confidentiality and the follow-up of individual files suffer as soon as documents circulate outside a controlled repository.
- Employment contracts and amendments scattered everywhere
- ID documents and supporting paperwork hard to find
- Manager approvals happening outside any tool (e-mail, chat)
- Access to personal files far too broad
- No clear view of which documents are still in review
The HR workflow in DocPilot
From document received to filed record, with controlled approval and access scope.
Collection
Upload by the employee or HR, inbound e-mail, or a photo via the app — for contracts, payslips, ID documents.
HR classification
Catalog types: employment contract, payroll, ID document, certificate… with assisted extraction of the useful fields.
HR check
Review when classification requires it; metadata corrected before routing.
Manager / HR approval
Workflows with role- or person-based steps: approval, rejection or change request.
Controlled retention
Searchable archive; access limited through roles and departments — viewers only see their own scope.
See also how DocPilot works and the documentation.
Features that matter for HR
Roles and departments
Separate HR, managers and viewers; attach documents to the relevant department.
Approval workflows
Have an amendment or a certificate approved by the right manager, with notifications.
DocpilotAI (controlled use)
Ask an HR document a question to find a date or a clause without opening the whole file — while respecting access rights.
HR use cases
Employee onboarding
Document collection, classification, HR approval, searchable file.
Employment contract amendment
Upload, extraction, manager → HR workflow, decision history.
Answering an internal request
Quickly find a certificate or a payslip without digging through inboxes.
More scenarios on the DocPilot blog.
Benefits for HR
- More complete, less scattered files
- Logged manager approvals
- Access restricted by role and department
- Fewer reminders chasing “the missing document”
- Time saved on administrative searches
FAQ
Frequently asked questions
Is DocPilot an HRIS?
No. DocPilot is a document management system with OCR, extraction and workflows. It complements an HRIS by centralizing and approving HR documents.
How do we restrict access to sensitive files?
Through roles (including viewer), the organization’s departments and domains, within an isolated multi-tenant model.
Can we process scanned ID documents?
Yes. Upload, OCR and “ID document” classification are supported; human approval is still recommended for this type of document.
Can teams approve from mobile?
Yes. The mobile app covers documents, the task inbox, notifications and the assistant — useful for managers on the go.
Other roles
Pages built around each team’s priorities.
- Executive managementOversee approvals, critical documents and cross-department responsibilities: dashboard, workflows, notifications and search. DocPilot for executive management.
- AdministrationCentralize mail, meeting minutes, Kbis extracts, certificates and cross-functional documents: e-mail capture, OCR, filing, workflows and search. DocPilot for administration teams.
- Legal teamsCentralize NDAs, contracts and amendments, extract key clauses, approve through workflows and archive with full history. DocPilot for legal teams.
Practical guides
Step-by-step methods to make real progress.
- Organise a DMSA guide to organising a company document management system (DMS): governance, types, access rights, workflows. A practical method, mistakes to avoid and rollout with DocPilot.
- Automate processingA guide to automating document processing: capture, OCR, classification, approval. Method, mistakes to avoid and DocPilot.
- Centralise documentsA guide to centralising business documents: source of truth, metadata, access and search. Steps, mistakes to avoid and the role DocPilot plays.
Related articles
DocPilot blog posts on the same topic.
- Access rights to company documentsHow to define access rights to company documents: roles, scopes, one-off needs — without opening everything up or locking everything down.
- The reference version of a business documentHow to keep a reference version of a business document: single source of truth, drafts, copies and traceability — not to be confused with contract versioning.
- Document governance in the enterpriseSetting up document governance in your business: roles, intake rules, decision-making and reviews — for a repository that lasts.
Guides and product pages
Related pages to refine your research.
- Document managementMove from scattered storage to real business document management: upload, OCR, metadata, search and approval workflows with DocPilot.
- Business DMSDiscover a business DMS focused on document intake, OCR/AI, workflows and audit — designed for SMBs and mid-sized companies with DocPilot.
- Scattered documentsInboxes, local drives, Drive and shared folders fragment your documents. DocPilot brings capture, filing and search together in a single repository.
- Contract approvalSet up clear contract approval workflows: steps, roles, notifications, rejections with reasons and an audit log with DocPilot.
Free resource centre · All solutions by role · DocPilot home
Take action
Secure your HR document flow
Roll out DocPilot on an onboarding or amendment flow — free trial or HR demo.