HRDMS — AI-Powered Employee Document Lifecycle Management
ShareDocs HRDMS automates the complete employee document lifecycle — AI-powered digital onboarding with automatic field extraction, self-service employee portal, statutory compliance management and exit settlement workflows.
HRDMS — AI-Powered Employee Document Lifecycle Management
HR teams manage more document types than almost any other function — onboarding KYC, appointment letters, payroll documents, statutory filings, training records, appraisal documents and exit formalities — for every employee, across every location. Manual document management creates compliance risk, onboarding delays and poor employee experience.
ShareDocs HRDMS automates the complete employee document lifecycle — AI extracts key fields from onboarding documents automatically, a self-service portal lets employees upload and view their own documents, and automated workflows manage every stage from offer acceptance to full-and-final settlement.
- AI-powered ECM — 4 native AI features, not marketing language
- ISO 27001 certified — auditable data security
- 400+ configurable workflows, no coding required
- SaaS: go live in 3 days. On-premise: 2–4 weeks
- 97% annual renewal rate — clients stay because it works
- India-based support team — not an overseas ticket queue
How HR teams use ShareDocs HRDMS
AI-Powered Digital Onboarding
New employee uploads KYC documents via self-service portal — PAN, Aadhaar, bank passbook, educational certificates. AI extracts PAN number, Aadhaar number, bank account and IFSC, DOB, qualifications automatically. Fields pre-populated into employee record. High-confidence auto-accepted; low-confidence queued for HR verification.
Employee Self-Service Portal
Employees view appointment letter, payslips, Form 16, increment letters. Download any of their own documents. Upload investment declarations, medical certificates, ID renewals — flows directly into HR record without manual handling by HR.
PF, ESI & Form 16 Compliance
PF and ESI enrolment documents collected during onboarding workflow. Periodic filing deadlines tracked with automated alerts. Form 16 distributed to employees via secure link with acknowledgement tracking. All statutory documents stored with filing records for audit.
Exit & F&F Settlement Automation
Resignation accepted — exit clearance workflow triggered automatically. Routes to IT, admin, finance, HR in sequence or parallel. Each department confirms clearance. F&F settlement document generated from template once all clearances received. All exit documentation archived.
HRDMS features
| Feature | What it does | Type |
|---|---|---|
AI Onboarding Data Extraction | PAN, Aadhaar, bank details, qualifications extracted automatically from employee KYC documents | ✦ AI |
Employee Self-Service Portal | Employees view, download and upload their own HR documents — flows directly into HR record | |
Statutory Compliance Management | 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 from template | |
Confidence Scoring | Configurable confidence threshold — high-confidence auto-accepted, low-confidence queued for HR verification | ✦ AI |
Training Record Management | Training certificates stored with expiry dates and automated renewal alerts | |
HRMS/Payroll Integration | Open APIs connect with SAP SuccessFactors, Darwinbox, Keka and other HRMS/payroll platforms | |
Audit Trail | Complete activity log for every document action — who, what, when, from where |
Frequently asked questions — HRDMS
How does AI data extraction work during onboarding?
When a new employee uploads their KYC documents via the self-service portal — PAN card, Aadhaar, bank passbook or cancelled cheque, educational certificates — ShareDocs AI automatically extracts the key fields: PAN number, Aadhaar number, bank account number and IFSC code, date of birth, educational qualifications and institution names. These fields are pre-populated into the employee record.
What can employees do in the self-service portal?
The self-service portal gives employees direct access to their own HR documents. They can view their appointment letter, payslips, Form 16, increment letters and other communications. They can download any of their own documents. They can upload required submissions — investment declaration forms, medical certificates, ID renewal documents — which flow automatically into their HR record in ShareDocs without any manual handling by HR.
How does ShareDocs manage PF, ESI and Form 16 compliance?
PF and ESI enrolment documents are collected as part of the onboarding workflow. Periodic filing deadlines are tracked with automated alerts to the HR and compliance teams. Form 16 is generated by the payroll system and distributed to employees via ShareDocs — employees receive a secure link to view and download their Form 16, with acknowledgement tracking.
How does the exit workflow work?
When a resignation is accepted by the manager, ShareDocs automatically triggers the exit clearance workflow. The workflow routes to each department in sequence or in parallel — IT (equipment return), admin (car, access card), finance (advance recovery), HR (exit interview). Each department confirms clearance via their workflow step. Once all clearances are received, the F&F settlement document is generated from the configured template.
Can HRDMS integrate with our existing HRMS or payroll system?
Yes. ShareDocs HRDMS integrates with most HRMS and payroll systems via open APIs. Common integrations include: syncing employee master data from HRMS into ShareDocs on hire, pushing payslips and Form 16 from payroll into ShareDocs for distribution, and triggering exit workflows in ShareDocs when an employee separation is processed in HRMS.
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