HR OPERATIONS · DOCUMENT COLLECTION

POST-JOINING
DOCUMENT MANAGEMENT

Closing the document gap after joining — employees upload missing documents, HR approves it, and the file completes itself inside the Kleeto DMS.

PoJMS Module HR Operations Document Collection
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HR Document Management Software Dashboard showing employee file compliance tracking and audit readiness features
Objective

Automate document compliance after joining — so the remaining mandatory documents are identified, requested, uploaded, reviewed and filed without HR running a manual collection drive.

Analysis

THE CHALLENGE

01

Onboarding never finishes. Joining formalities close, but several mandatory documents are still outstanding.

02

Manual chasing. HR tracked pending documents on spreadsheets and followed up employee by employee.

03

Scattered submissions. Documents arrived over email or hard copy, then had to be renamed, sorted and filed by hand.

04

No review gate. Submitted documents not checked thoroughly. Incorrect documents land in the employee files.

The Implementation

THE KLEETO APPROACH

✓

PoJMS reads the compliance rules already defined in the Kleeto DMS and red flags incomplete employee files.

✓

Active employees receive portal credentials and a link by email and upload the missing documents themselves — no collection work for HR.

✓

Every submission runs through a maker-checker gate: the employee submits, the HR SPOC reviews, and only approved documents move into the employee file.

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Workflow

THE COLLECTION PROCESS, END TO END

01
Identify the Gap

Files falling short of the defined mandatory documents are flagged in the DMS.

→
02
Invite the Employee

Portal credentials and an upload link are emailed to each employee concerned.

03
Employee Uploads

The employee submits the missing documents on the PoJMS portal.

→
04
HR SPOC Approves

The checker is notified, reviews the upload, and approved documents move into the DMS.

Coverage

PoJMS WORKS ACROSS TWO PHASES

The same collection engine, triggered at different moments.

Phase A · Employee Onboarding — Immediately after joining, PoJMS tracks and collects the mandatory documents still outstanding — removing a manual task from the HR team at the busiest moment.

Phase B · Document Inventory in the DMS — For existing employees, HR runs periodic collection drives against the compliance criteria, and employees upload directly instead of HR retrieving files.

Capabilities

CORE CAPABILITIES

Self-Service Upload

Employees submit their own pending documents.

  • ✓Credentials sent by email
  • ✓Direct upload link
  • ✓No retrieval work for HR
Maker-Checker Control

Nothing reaches the file without review.

  • ✓Employee submits as maker
  • ✓HR SPOC reviews as checker
  • ✓Approved files enter the DMS
Periodic Collection

Run drives whenever the inventory falls short.

  • ✓Driven by DMS compliance
  • ✓Repeatable across the base
  • ✓Email alerts at each stage
Ownership

WHO DOES WHAT

How PoJMS Removes the Manual Work

Employee — Maker

Logs in to the PoJMS portal with emailed credentials and uploads the documents listed as missing.

HR SPOC — Checker

Is notified of each submission, reviews it, and approves or sends it back before it is filed.

Kleeto System

Flags incomplete files, issues credentials and alerts, and files approved documents into the DMS.

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HOW PoJMS REMOVES THE MANUAL WORK

What PoJMS Does How It Works What HR Gains
Automated identification Compliance rules already set in the DMS flag every incomplete employee file HR never builds a chase list by hand
Secure self-service upload Employees receive portal credentials and a link, then submit documents themselves Documents arrive without manual follow-up
Reviewed before filing The HR SPOC approves each submission before it moves into the employee file Only verified documents move to the file

Document collection stops being an HR task and becomes a process. Gaps are identified from the compliance rules, employees close them on the portal, the HR SPOC approves, and the file completes itself in the DMS — cutting manual HR operations and keeping the organization audit-ready.

✓ No manual chasing
✓ No physical retrieval
✓ Verified before filing
✓ Audit-ready inventory