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AI-Powered Employee Onboarding via HR Portal Built on Salesforce
An HR portal was built on Salesforce Experience Cloud that included an AI-driven GPT assistant and document workflow automation was provided. The solution re-engineered the onboarding process, minimized manual processing and increased compliance management.
Customer
Contract Research Organization
Country / Region
Germany
Industry
Healthcare & Life Sciences
Highlights
Automated AI-driven Assistance
Streamlined Policy Orientation
Role-based Onboarding Guidance
Document Workflow Integration
Client Requirements
Unified Digital Onboarding Portal
One platform was needed where recruits could have consistent onboarding, pass through role-specific training, and get compliance steps without having to turn to HR.
AI-powered Employee Guidance
The organization desired a smart virtual assistant that can answer questions based on the policies, can assist the employees with compliance needs, and can provide onboarding support in real time.
Digitized Document Workflows
Digitization of forms,contracts, and checklists on compliance was required by our client. It was necessary that the approvals would be faster, with less paperwork and audit-compliant records.
Challenges
Manual & Inefficient Onboarding
All new employees needed HR to practically guide them around policies, compliance training, and filling out forms. These manual efforts slowed down onboarding and produced bottlenecks in high-volume hiring for clinical trials.
Inconsistent Policy Communication
The different channels that were used to communicate policies and compliance requirements as well as role-based training modules were both confusing to employees and inconsistent when it came to regulatory standards.
Ineffective Document Handling
Contracts, non-disclosure agreements, and certifications needed to be completed manually, thus hampering permission and raising the risks of compliance failure in clinical trial patient recruitment.
Reduced Employee Engagement
There was no capacity for self-service, and therefore employees became reliant on HR, which lowered their confidence and interest in their early employment life.
Solutions
HR Portal Built on Salesforce Experience Cloud
Experience Builder, custom objects, and Flow Orchestrator were used to develop an HR portal on Salesforce Experience Cloud. Role-based journeys & SSO were modelled and configured, and permission levels were secured, providing a standardized onboarding process and less HR involvement.
GPT Assistant
The GPT assistant was integrated with Named Credentials and APIs with the surfacing of an LWC chat interface. Indexed content, templated prompts, and PII masking ensured secure, auditable conversations stored within custom objects.
Document Workflow Automation
Flow and approval processes, as well as DocuSign APIs, were used to automate document workflow. Contracts and forms could be validated, e-signed and encrypted with Shield and history tracking captured in an audit trail.
Personalized Dashboards & Roadmaps
Custom LWCs supported with Apex were provided as role-specific dashboards and onboarding roadmaps. SOQL was optimized, visibility was managed by permission sets, and progress analytics were brought to the surface through reports and dashboards.
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Technical Stack
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COMPANY
Our client is a Contract Research Organization (CRO), which has its headquarters in Germany and implements large-scale clinical trials on behalf of the pharmaceutical and biotechnological companies on a global basis.
With this Salesforce HR portal delivered by Melonleaf,the way we onboard the employees has changed. It is quick, compliant, and very engaging. Now our HR department has started to pay more attention to those tasks that are strategic in nature rather than mundane.
Conclusion
The solution enabled employees to get a seamless onboarding experience with identical data and ensured that HR’s focus could be on growth, talent development and compliance monitoring by getting rid of manual tasks. The service-oriented AI assistant, combined with the response time speed, efficient onboarding with the help of the Experience Cloud portal, and the digitization of the document flows, guaranteed industry-level compliance where rules are paramount.
Benefits
- Reduced onboarding time by 40 percent
- Better job engagement and satisfaction
- HR team’s productivity increased
- Automated workflows compliance enabled
