Great news! Your company is experiencing a surge of growth, with dozens of new positions in multiple departments ready to be filled. The bad news is that as HR, you need to coordinate this latest hiring push, which means organizing countless applications and candidate profiles. This may be a reoccurring scenario if your business conducts seasonal hiring.
You need to collect applications, both online and physical, and forward them to the right department heads. After arranging a schedule for interviews, you need to be prepared for the next hiring stages, collecting information and preparing a folder for all necessary documents from each candidate.

Recruitment software can be helpful in some areas, but it’s often expensive for something you’ll only use a handful of times out of the year. Hiring requires lots of documentation that you need to keep and organize well beyond the hiring date, so why not turn to a solution that’s built with intelligent organization in mind and contains plenty of automation features to make your recruiting and hiring seasons easier.


Whether you’re collecting applications through physical forms or online through your company website or public job boards, you’re going to be collecting a lot of data. Applications, resumes, cover letters, employment documentation. It’s a lot to sort through and organize into a way for both you and the hiring managers to easily find and review.

Rather than doing the same work over and over for every application you receive, use a system that automatically creates a new folder for each candidate as you enter it in. Every form you enter into the system can be automatically routed into the correct folder, allowing you to continue growing it as new documentation for each candidate comes in.

Rubex and Zonal OCR allows you to create templates from standard forms that capture the text within designated fields. This not only eliminates the need for manual data entry, but allows the system to automate the filing and routing of documents.

Workflow is a powerful feature that allows you to automate certain tasks to make the hiring process much more efficient. For example, you can set the system to notify a hiring manager when an application for a position in their department is submitted. If you divide the employment process into different stages, you can set up a workflow to make it so when a hiring manager narrows down their list and approves a candidate for the next stage, they just need to hit approve, and that candidates file is moved to a folder for the second stage.

You can even use these tools to automatically sort through qualified candidates. If you have a mandatory form that includes a list checkboxes corresponding to the position’s required qualifications, Zonal OCR can detect if the checkboxes are marked or not. You can then set Rubex to only inform the hiring manager of the candidate’s application if certain checkboxes are marked.


Once the hiring managers have made their decisions, you can now move the candidates to the pool of hired employees. From there, you can now use the already created employee folder to organize all the necessary hiring documents you’ll need from them. It’s also a place to store all of their records throughout their employment, like performance reviews, complaints, and exit documents.

Rubex is also built with compliance needs in mind. You can attach governance to every file in your system, allowing it to automatically purge documents once the business has retained them for the minimum amount of time required by the law. This can also be used to set an alarm for managers to start an employee’s yearly review.

Speaking of compliance, it’s important to keep in mind that certain documents need to be kept separate to avoid running amok of privacy laws. Documents like health records and background checks need to be kept private and only accessible to a few users. Not only can you make sure these are routed to specialized folders, separate from an employee’s main file, group-based permission settings ensure that only authorized users can access them and even view them in the system.

With these tools, you’ll be able to take in a large volume of information from candidates hoping to join your company. Document management is a versatile tool in the HR arsenal and can be used for a wide array of duties, not just limited to hiring. Rubex is a central place for all employee documents that doesn’t just store them but keeps them working for you with automation and governance tools.

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