WESTPRESS GmbH & Co. KG is one of the leading agencies for personnel marketing and recruiting in Germany. The company supports organizations in attracting qualified talent and implementing modern HR strategies.
As part of the continuous digitization of its own HR processes, WESTPRESS was looking for a solution to manage HR documents centrally, transparently and without additional administrative effort. It was important to make optimal use of the existing Microsoft infrastructure and not to introduce any additional software.
Challenges
WESTPRESS has been working with Hubdrive – HR for Dynamics as a central platform for HR processes for some time now. In the course of the further development of internal structures and increasing requirements for efficiency and transparency, the desire arose to standardize and automate document management to a greater extent.
HR documents were already created and managed with the support of the system. At the same time, the company’s growth offered the opportunity to further standardize the filing structures and integrate them even more closely into the existing Microsoft infrastructure.
The goal was therefore to create a solution that would
• HR documents managed centrally and in a structured manner
• Works seamlessly with HR for Dynamics
• Built entirely on existing Microsoft infrastructure
• Administrative activities in HR document management further reduced
Project implementation: The strategy for the solution
Together with INKUBIT, WESTPRESS developed a solution for integrated HR document management based on existing Microsoft technology.
All HR-related documents from Hubdrive – HR for Dynamics are automatically stored in SharePoint, as part of Microsoft 365. SharePoint acts as a central document repository for HR documents and ensures that all documents are stored in a structured manner and are available at all times.
Power Automate automatically creates a complete folder structure for each newly created person. This structure corresponds exactly to the defined HR filing scheme of WESTPRESS. As soon as a new person is created in the system, the automated process creates the appropriate folder structure for the digital personnel file in the background.
The solution uses only existing components of the Microsoft environment.
• SharePoint serves as a document platform
• Power Automate takes care of process automation
• HR for Dynamics remains the central HR system
This allowed WESTPRESS to build a modern document management system without introducing additional systems or needing new licensing models.
Today, all HR documents are stored automatically and in a structured way, so that our teams can quickly access the information they need at any time. It is particularly valuable for us that we have achieved this transparency and process reliability without introducing additional systems. By using our existing Microsoft environment, we were able to sustainably optimize our HR processes and at the same time reduce the administrative effort in day-to-day business.
The results with INKUBIT
By automating HR document processes, WESTPRESS now has scalable document management that is fully integrated into the existing system landscape.
The solution reduces administrative tasks in HR processes, ensures a uniform document structure and improves transparency throughout the company. At the same time, WESTPRESS was able to make consistent use of existing Microsoft technology and avoid additional system complexity.