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Robotic Process Automation (RPA) Solution for HR Candidate Onboarding Automation

itransition.com

Human Resources

Information technology

Challenge

Manual candidate onboarding process in HRM system is time-consuming (2-3 minutes per candidate), error-prone due to human data entry, repetitive, and lacks standardized exception handling. HR staff spends excessive time on routine data entry instead of strategic tasks.

About the Client

Software development and R&D company specializing in business process automation solutions

Project Objectives

Automate candidate data entry process with minimal human intervention
Reduce candidate processing time by 75%
Eliminate data entry errors through automated validation
Improve process reliability with robust exception handling
Create scalable solution applicable across multiple industries

Core Functional Requirements

CV data parsing from multiple formats (PDF, Word, etc.)
Zoho HRM system integration for candidate record creation
Email-based workflow trigger with attachment processing
Exception handling for login failures and missing data
Automated Excel report generation with audit trail
Bulk processing capability via Zoho import API
University/faculty database validation for educational credentials

Technology Stack

UiPath Studio

Zoho API

Microsoft Outlook Integration

Excel Automation

System Integrations

HRM system (Zoho)
Email client (Outlook)
Document parsing tools
Active Directory authentication

Non-Functional Requirements

High availability (99.9% uptime)
Scalable architecture for 1000+ daily transactions
Data encryption at rest and in transit
Error recovery mechanisms
Performance monitoring dashboard

Expected Business Impact

4x faster candidate processing (15-30 seconds per candidate), 32% reduction in HR staff workload, zero data entry errors through automated validation, and improved compliance through standardized processes. The solution will free up HR resources for strategic tasks and position the client as an RPA innovation leader with potential for 5+ new customer implementations.