Adobe Acrobat Sign and Microsoft solutions combine to create a fully digital onboarding experience.
Faster turnaround for onboarding documents
Provide a personalised and fully digital onboarding process for new hires
Reduce the time that talent coordinators spend on manual tasks
Increase visibility into document status throughout the onboarding process
Reduce environmental impact by eliminating print and paper from onboarding
Meet all HR processing deadlines, from processing payroll to preparing employee badges
80% reduction in new hire processing time, saving talent coordinators 6+ hours per month
400% faster turnaround time for onboarding documents
10% improvement in onboarding satisfaction in a month
96% of documents returned without errors
22,000 pounds of greenhouse gases saved by eliminating printing
First impressions are important. When companies are hiring for new talent, they want to put their best foot forward and show that they are a progressive, innovative company that people want to work for.
Adobe is the digital experience company. Its 26,000 global employees work together to help create the most innovative experiences possible for customers. Employees in Europe, the Middle East and Africa operate as part of the EMEA region, working together to serve customers in diverse countries. The EMEA Employees Experience Group onboards around 1,000 new hires a year and it wanted to make sure that its internal onboarding processes reflected the modern digital experiences Adobe creates for its customers.
“Modern digital experiences should be fully digital and paperless, using automation to improve efficiency and personalisation to connect with people,” says Yasser Dehen, Talent Operations Manager, EMEA, Adobe. “Our onboarding paperwork still had several manual steps for our team and our new hires. We knew we could improve the process by leaning into digital.”
The EMEA Employee Experience team partnered with the Adobe Acrobat Sign Professional Services team to build a fully digital onboarding workflow using Adobe Acrobat Sign and Microsoft solutions, including Microsoft Office 365, Microsoft Power Apps and Microsoft SharePoint.
“The new Adobe Welcome Pack fully digitises the onboarding paperwork for new hires,” says Amy Wells, Senior Onboarding Success Specialist, EMEA, Adobe. “We give new hires a much more streamlined experience, which leads to faster and more accurate documentation, higher onboarding satisfaction and a stronger first impression.”
Talent Operations Manager, EMEA, Adobe
The new Adobe Welcome Pack app provides a centralised, single location where talent coordinators generate onboarding documents, send them to new hires, track completion progress and archive documents. Created in Microsoft Power Apps, the Welcome Pack app sits on Microsoft SharePoint. With a click, the app opens a simple form asking for information about the new hire, including their name, personal email address, start date and office location.
After completing the form, the Welcome Pack app uses Adobe Acrobat Sign to generate and send a personalised email to the new hire. The email contains links to any required onboarding documents, such as employee information and badge request forms.
“The required forms will vary depending on the new hire's office location,” explains Lucia Hornstein, Senior ERC and Talent Coordinator, EMEA, Adobe. “Previously, talent coordinators sent onboarding documents and updated forms in Adobe Sign manually. The Welcome Pack app automatically picks the right documents, reducing errors and simplifying work for talent coordinators.”
New hires simply click the links in the welcome email to open their onboarding forms. The forms are easily accessible from any computer, tablet or mobile device. This means that new hires can fill in and sign forms from anywhere—no more printing and scanning required. New hires don’t need to fill in all forms at once. Adobe Acrobat Sign automatically sends reminder emails that help new hires remember exactly where they left off.
“With a fully digital onboarding process, new hires are returning documents much faster: from 10 days to 48 hours,” says Dehen. “We received very positive feedback from new hires across EMEA where onboarding is made easy with all documents and comms combined and sent to their personal email inboxes. Our onboarding satisfaction increased by 10% in just one month.”
Senior ERC and Talent Coordinator, EMEA, Adobe
Talent coordinators can see the status of onboarding paperwork—whether people have completed welcome packs or whether there are documents remaining—with a glance in the Welcome Pack app. This saves talent coordinators a great deal of time, as they no longer need to manually update a spreadsheet to keep track of completed documents.
Talent coordinators receive an email when new hires return documents. The forms use conditionals and mandatory fields to reduce the chance that forms are returned with missing information and errors. This has helped reduce error rates, with 96% of documents now being returned error free. Using the Adobe Acrobat Sign workflow, talent coordinators review the information and finalise it with one click. Once all forms are reviewed, it takes just one click of the “Archive” button to store documents in SharePoint for easy review and recovery.
“The Welcome Pack app helps talent coordinators spend much less time creating, tracking and reviewing onboarding documents,” says Hornstein. “We reduced new hire processing time by 80%, saving each talent coordinator an average of 6.74 hours per month.”
The EMEA Employee Experience team also sends around 12 employment contracts every day through Acrobat Sign. These contracts can be around 40 pages long, so by digitising these contracts and eliminating the need for print copies, the team saves more than 26,000 gallons of wear and 9,000 pounds of wood every year. That’s a total savings of more than 22,000 pounds of greenhouse gases—the equivalent of driving a car for 742 days.
Senior Onboarding Success Specialist, EMEA, Adobe
Today, the Welcome Pack app is used across all EMEA countries. The app has also started to attract interest across regions. It’s deployed in India, with teams in APAC and the Americas considering usage.
The next step for the EMEA Employee Experience team is to increase automation even further. The team is exploring options such as using the integrations between Acrobat Sign and Workday or automating archival of employee files.
The EMEA Employee Experience team is currently exploring other human resources processes that could see benefits from similar digitisation.
“Onboarding is one of the earliest and most complicated interactions a new hire has with Adobe,” says Wells. “With Adobe Acrobat Sign and Microsoft, we show new hires some of the many ways Adobe improves digital experiences. That’s a lesson that will inspire them to help us to bring even more creativity and innovation to our customers.”