Better compliance
Automate the tracking and storage of the documents your legal and regulatory obligations require.
Human resources
Every employee file.In the right hands.
Applications, contracts, payroll forms and reviews in one secure place. Give your HR team less paperwork and more time for people, while sensitive information stays protected.
Role-based access. Version control. Retention you can prove.
Built for the people who take care of peopleScroll to close the file
01HR business partners
02Talent acquisition
03Payroll & benefits
04HR directors
FROM APPLICATION TO ARCHIVE
One employee.
One complete, protected file.
Follow an employee file through Constellio: built during recruitment, completed at onboarding, kept current throughout employment and protected long after.
- 01Recruit
Start the file at the first application.
Applications, résumés and interview notes are gathered in one candidate file, classified automatically and shared only with the hiring team.
- One file per candidate
- Automatic classification
- Access limited to the hiring team
- 02Onboard
Onboard without the paper chase.
An automated workflow assigns each onboarding task to the right person and tracks it to completion. The employment contract is signed digitally and filed straight away.
- Automated onboarding tasks
- Digital contract signature
- Nothing forgotten
- 03Manage
Keep the file current, and find anything in it.
Version control keeps everyone on the latest document. A powerful search engine finds documents by specific criteria, like training certificates that expire this quarter.
- Version control
- Search by specific criteria
- Changes tracked
- 04Protect
Protect what is personal, for as long as required.
Role-based access rights decide who sees contracts, payroll or reviews. After departure, the file follows your retention schedule until its disposition.
- Role-based access rights
- Sensitive sections locked
- Retention after departure
HOW IT WORKS
One file per employee.
Protected from first day to last.
Each stage of employment adds documents to the same file. Constellio classifies them as they arrive, keeps their versions, and limits access to the people who need it.
Employee fileEMP-2291Protected
- Jan 08Application and résumé receivedTalent acquisitionClassified
- Feb 02Employment contract signedIOSignSigned
- Feb 03Onboarding tasks completedProcess automationComplete
- Dec 14Annual review filed, version 2ManagerCurrent
- Dec 14Access restricted to HR and managerAccess managementRestricted
THE RETURN ON ORDER
Less paperwork.
More time for people.
Constellio ECM reduces physical storage and manual HR processing, so your team can focus on value-added work, with a low initial investment and rapid profitability.
Figure published by ConstellioROI
Return on investment
Up to 270%
Value returned compared with the initial investment, as published by Constellio.
How long each document stays in the file
Illustrative. Retention periods come from your organisation’s approved schedule; the bars show the idea, not durations.
Why HR teams choose Constellio
Lower costs
Reduce spending on physical document storage and manual HR processes.
Stronger collaboration
Make communication easy between employees and departments with integrated tools.
Data security
Protect sensitive information with role-based access rights.
Organizations that run on Constellio
ACROSS THE EMPLOYEE JOURNEY
One platform.
Every HR process.
Employee records, contracts and payroll forms bring organisational and compliance challenges. Handle them in one place, with the right access for everyone involved.
Recruitment
Keep every candidate file complete and confidential.
Gather applications, résumés and interview notes in one file per candidate, visible only to the hiring team.
- IOCapture
- Access management
Onboarding
Welcome people, not paperwork.
Automate onboarding tasks, have the contract signed digitally and make sure every form is filed before day one.
- Process automation
- IOSign
Employee files
The latest version of every document, always.
Keep contracts, reviews and training records current with version control, and find any of them with criteria-based search.
- IODrive
- IOSafe
Confidentiality
Sensitive data stays with the people who need it.
Role-based access rights protect payroll, medical and disciplinary documents, and every access is traced.
- Access management
- Data security
THE HR TOOLKIT
From first application.
To final archive.
Combine capture, signatures, collaboration and governance around the documents that follow each employee.
01
Document capture
IOCapture
Turn paper forms and scanned records into classified, searchable employee documents.
In HR
Forms & legacy employee files
02
Digital signatures
IOSign
Have contracts, policies and forms signed digitally, then filed automatically.
In HR
Contracts & policy acknowledgements
03
Document governance
IOSafe
Protect employee records with retention rules, role-based access and traceability.
In HR
Employee files & retention
04
Connected collaboration
IODrive
Work on HR documents from the familiar desktop, always on the latest version.
In HR
Policies & working documents
Work in Microsoft 365. Keep employee files in Constellio.
Connect Microsoft 365 and Teams to Constellio so HR documents stay governed while your team works in familiar tools.
QUESTIONS
Built around
your HR team.
What HR leaders usually ask before a demo. If yours is not here, ask us directly.
Talk to a specialist
01Does Constellio replace our HRIS or payroll system?
No. Your HRIS and payroll systems manage employee data and pay; Constellio manages the documents around them (applications, contracts, forms and reviews) with workflows, versions, signatures and governance. How they connect is defined during the project’s technical scoping.
02Who can see an employee’s file?
Access rights are defined by role, and can differ by section: for example, HR may see payroll documents that a manager cannot. Every access is traced.
03Can onboarding be automated?
Yes. Workflows assign each onboarding task to the right person, track its completion and route documents such as the employment contract for digital signature.
04How long are employee documents kept?
Each type of document follows the retention rules in your organisation’s approved schedule, including after an employee leaves. Constellio applies the rules and documents the disposition.
05Where should we start?
Most HR teams start with employee files or onboarding. Constellio’s migration, governance and support teams can help plan a phased deployment around your priorities.
YOUR NEXT HIRE
Less paperwork.
More time for people.
Let’s map a simpler, safer path from application to archive for your HR team.
Or write to contact@constellio.com. Open source at its core, hosted your way.
