New Hire Request & Documentation Management System

The Challenge

The HRD department needed a structured way to manage new hire requests — from the initial request to submit a new position, through approval, to reviewing and organizing the associated documentation. The existing process relied on manual forms and ad hoc document handling, with candidate documents like IDs, contracts, and certificates often filed inconsistently, making it time-consuming for HR staff to track requests, obtain approvals, and locate the right document when needed.

The Solution

I designed and built a SharePoint-based new hire request system that gave HRD a structured, end-to-end workflow for managing new hire requests and their supporting documentation. The solution centered on three core capabilities:

• New hire request submission — a structured digital form allowing HR staff to submit new hire requests with all relevant details captured upfront, replacing manual paperwork
• Approval workflow — routed new hire requests through the appropriate approval chain before proceeding, ensuring proper oversight and sign-off at each stage
• Smart document sorting by type — automatically categorized incoming new hire documentation by type (ID, contracts, certificates, and other candidate files), eliminating manual filing and making it faster for HR staff to locate and review the specific documents they needed

Technical Implementation

The system was built on SharePoint Designer with InfoPath Forms for request intake and approval routing. Custom logic developed in VBA and .NET powered the document classification engine, automatically sorting incoming files into the correct document-type categories (ID, contracts, certificates, etc.) and streamlining the review process for HR staff.

Impact

• Streamlined the new hire request process for HRD through a structured, end-to-end digital workflow
• Improved oversight and accountability through a formal, multi-stage approval process
• Eliminated manual document filing through automated sorting by document type
• Improved document retrieval speed for HR staff reviewing candidate files by document category