How to Automate New Hire Document Collection and Storage with Make.com in 7 Steps

Manual document collection for new hires is a bottleneck that drains HR resources, introduces errors, and delays crucial onboarding. Automating this process isn’t just about efficiency; it’s about creating a seamless, compliant, and positive experience for both your HR team and new employees. With Make.com, you can streamline everything from document requests to secure storage, freeing up your team to focus on strategic initiatives rather than administrative tasks. This guide will walk you through seven actionable steps to implement a robust, automated new hire document workflow.

Step 1: Map Your Current Onboarding Process

Before you automate, you must understand your existing manual process. Document every step: where new hire data originates, what documents are required (I-9, W-4, offer letter, confidentiality agreements, etc.), who requests them, how they’re collected (email, physical forms, third-party portals), and where they’re stored. Identify bottlenecks, points of manual data entry, and potential compliance risks. This initial mapping will serve as your blueprint, highlighting exactly where automation can deliver the most impact and what integrations will be necessary to achieve a fully seamless workflow. A clear understanding of your current state is paramount for designing an effective future state.

Step 2: Choose Your Digital Document Solutions

You’ll need digital tools for document creation, signing, and storage. For document generation, consider platforms like PandaDoc or DocuSign, which integrate well with automation platforms. For secure storage, cloud solutions such as Google Drive, OneDrive, SharePoint, or dedicated HRIS platforms like BambooHR or Workday are ideal. Ensure your chosen solutions support API access for seamless integration with Make.com. The goal is to move away from email attachments and physical papers, centralizing all documents in secure, accessible digital repositories that facilitate compliance and easy retrieval.

Step 3: Set Up Your Make.com Account and Connections

If you don’t already have one, create a Make.com account. Make.com acts as the central orchestrator, connecting all your chosen HR and document management tools. Within Make.com, you’ll need to establish connections to each application: your HRIS, e-signature platform, cloud storage, and any other relevant systems like your CRM or communication tools (e.g., Slack, email). This involves generating API keys or authenticating via OAuth, ensuring Make.com has the necessary permissions to read, create, and update information across your tech stack. Proper connection setup is fundamental to a robust automation.

Step 4: Design the Core Document Collection Scenario

Start building your Make.com scenario. The trigger could be a new hire added to your HRIS, a status change in your ATS, or even a form submission. The initial steps will involve pulling new hire data (name, email, position) from your HRIS. Then, use this data to generate personalized documents via your e-signature platform. For example, populate an offer letter template or a W-4 form automatically. The scenario will then send these documents to the new hire for digital signature, tracking their completion status. This forms the backbone of your automated workflow.

Step 5: Implement Automated Reminders and Follow-Ups

A critical component of efficient document collection is automated follow-up. Within your Make.com scenario, integrate logic to check the status of pending documents. If a document isn’t signed by a certain deadline, the scenario should automatically send a personalized reminder email or a Slack notification to the new hire. You can also configure internal alerts for your HR team if documents remain outstanding for too long. These automated nudges significantly reduce the manual effort of chasing down paperwork and ensure timely completion, preventing onboarding delays.

Step 6: Automate Document Storage and Archiving

Once documents are signed, the Make.com scenario should automatically download the completed files (usually PDFs) from the e-signature platform. The next step is to upload these signed documents to their designated secure storage location, such as a specific folder in Google Drive, SharePoint, or directly into the new hire’s profile within your HRIS. Ensure consistent naming conventions (e.g., “FirstName_LastName_DocumentType_Date.pdf”) for easy retrieval. This step eliminates manual filing, ensures compliance, and creates a single source of truth for all new hire documentation.

Step 7: Implement Compliance Checks and Notifications

Beyond collection and storage, consider adding steps for compliance. For instance, your Make.com scenario can be configured to check if critical documents (like I-9 forms) are completed within regulatory timelines. If a document is missing or not submitted by a compliance deadline, the scenario can trigger a notification to the HR team, alerting them to take action. This proactive monitoring ensures your organization remains compliant with employment regulations and minimizes risk, giving your HR department peace of mind and significantly reducing administrative overhead related to audits.

If you would like to read more, we recommend this article: Make.com vs n8n: The Definitive Guide for HR & Recruiting Automation