WESTPRESS GmbH & Co. KG is one of Germany's leading agencies for talent marketing and recruiting. The company helps organizations attract qualified talent and implement modern HR strategies.
As part of the ongoing digitization of its 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 using Hubdrive – HR for Dynamics as its central platform for HR processes for quite some time. As part of the ongoing development of its internal structures and in response to increasing demands for efficiency and transparency, the company recognized the need to further standardize and automate its document management.
HR documents were already being created and managed using a system. At the same time, the company’s growth presented an opportunity to further standardize the filing structures and integrate them even more closely into the existing Microsoft infrastructure.
The goal was therefore Solution create a Solution that
• Centralized and structured management of HR documents
• Seamless integration with HR for Dynamics
• Fully based on the existing Microsoft infrastructure
• Further reduction of administrative tasks in HR document management
Project implementation: The strategy for Solution
In collaboration with INKUBIT , WESTPRESS INKUBIT a Solution integrated HR document management based on existing Microsoft technology.
All HR-related documents from Hubdrive – HR for Dynamics are automatically saved in SharePoint, which is part of Microsoft 365. SharePoint serves as a central repository for HR documents and ensures that all documents are stored in an organized manner and are available at all times.
Power Automate automatically creates a complete folder structure for each new employee. This structure corresponds exactly to WESTPRESS’s defined HR filing system. As soon as a new employee is created in the system, the automated process generates the appropriate folder structure for the digital personnel file in the background.
The Solution only existing components from the Microsoft environment.
• SharePoint serves as the document platform
• Power Automate handles process automation
• HR for Dynamics remains the central HR system
This enabled WESTPRESS to implement a modern document management system without having to introduce additional systems or adopt new licensing models.
Today, all HR documents are stored automatically and in a structured manner, allowing our teams to quickly access the information they need at any time. What is particularly valuable to us is that we have achieved this transparency and process reliability without having to implement additional systems. By leveraging our existing Microsoft environment, we have been able to sustainably optimize our HR processes while reducing the administrative burden in our day-to-day operations.
The results with INKUBIT
By automating its HR document processes, WESTPRESS now has a scalable document management system that is fully integrated into its existing IT infrastructure.
The Solution administrative tasks in HR processes, ensures a consistent document structure, and improves transparency throughout the company. At the same time, WESTPRESS was able to make full use of its existing Microsoft technology and avoid adding to the system's complexity.