RPA + Case Management - A Match Made in HR Heaven

PeopleDoc Product Team by PeopleDoc Product Team   October 29 2018


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Earlier this year we announced new Robotic Process Automation (RPA) capabilities in the PeopleDoc platform. RPA executes manual, repetitive tasks typically performed by a human across multiple systems, making it easier and faster to complete HR processes.

Like all PeopleDoc technology, our RPA capabilities are focused on real-life HR use cases. And, because our approach to RPA is template-based, it’s fast and easy to implement and replicate for typical use cases, while providing the flexibility to meet your specific needs.

Over the past few months, we’ve integrated RPA into Case Management to enable some exciting new possibilities for you. Here are a few use cases to help paint the picture of what’s possible.


Managing employee lifecycle events like a new hire joining the organization, a relocation process or cross-boarding is harder than ever with all the different systems used within your organization. With this new, innovative technology, we’ve made it easier for you to orchestrate these events that span different systems and departments, in one place.

With RPA incorporated into Case Management and the Knowledge Portal, HR can offer a simple experience for employees to quickly and easily kick off the mobility process. Here’s a snapshot of what that the mobility request process could look like with RPA:

  • The employee requests an internal transfer via a form in the Knowledge Portal
  • The request is checked and validated by the People Manager and HR in Case Management
  • The validation step triggers a bot that automatically initiates the appropriate Mobility Process for the employee in Process Automation, populating relevant information from the case, the employee folder and the system of record


Verification of Employment 

In some countries, banks and mortgage lenders require potential home buyers to provide a Verification of Employment letter to determine job stability and income history. We all know that buying a home can be a stressful process, and we believe that waiting for a letter shouldn't be part of that stress.

Here is how RPA can eliminate the waiting game:

  •  An employee fills out a form to request a VOE letter in the Knowledge Portal
  • A bot is triggered by the form, and automatically generates the letter using a predefined template, populated with the data from the form, PeopleDoc, and/or the HRIS. A bot automatically sends the letter to the employee via email and a copy can be stored in the employee’s folder in Employee File Management

The bots can even update other systems with information generated from the process. For example, the bot can notify groups in a social collaboration tool like Slack, that a new employee is joining their team. It can even automatically generate a calendar event in Microsoft Office on your new hires start date, so you can remember to make a reservation for lunch.

Incorporating RPA into Case Management and the Knowledge Portal automates steps previously done manually by HR - increasing HR efficiency and agility, while also enhancing the employee experience.

To better understand what RPA means for HR, read our tech take on RPA and the future of work and learn:

  • What RPA is and how it works
  • How RPA helps support better, faster HR service delivery
  • Which processes can benefit from RPA technology
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