In the past, the company would make a verbal offer, and then create the paperwork. This meant filling in the details online, replicating the information, spell-checking, printing two copies, and then mailing them via express post, including a return envelope. This could take days or even weeks to come back, depending on where the employee was located or if they were transitioning to their new role. Without fail a critical part of the paperwork, such as Tax File Number or bank account details, would be missing, stalling the process. Now those fields are mandatory in the electronic process.
“With approximately 20 to 30 roles open at any one time, the amount of physical paperwork to manage was getting out of control,” explains Macknish. “Any change to a contract would require another version of a document, which resulted in onboarding delays. In some instances, contracts would go back and forth 10 times before finalising. We’ve now had a record of an employee being sent and returning a contract within 2 minutes, all fully recorded and auditable.”
Joel Richards, Team Leader – Salesforce at Data#3, explains, “Our onboarding process is now just one click and the documents are sent for e-signature. At the same time, the integrity of data coming back to us is accurate.”
Prior to implementation, sensitive personal information such as bank account details and Tax File Numbers would come in via post or email and be processed by several people before being saved and forwarded to payroll—an approach that could jeopardise security. Adobe Sign gives Data#3 the ability to restrict access to sensitive data to those with a specific business purpose to access it.
For example, personal details can be entered by candidates, and information only becomes visible to the appropriate department where access to the information is needed. This helps ensure the security, compliance, and privacy of sensitive data under the relevant government data privacy acts.
Adobe Sign also offers the ability to recall and send an updated contract. This simple process helps ensure everyone has the latest version of the contract. Plus, Adobe Sign enables Salesforce to automatically trigger actions such as the inclusion of an attachment for superannuation.