Automating Employee Document Extraction from HR & Payroll Management Portals

To address the client’s challenges, Auxiliobits implemented a robust RPA solution using a two-bot architecture on the UiPath platform: the Dispatcher and the Performer. The Dispatcher bot automated the extraction of employee metadata—such as employee ID, name, and department—from multiple HR and payroll portals, including VeraSuite, Netchex, ADP, and PayComm. This data was structured and uploaded to a central repository to serve as input for the Performer bot.

The Performer bot then accessed each portal, searched for employee-specific documents based on pre-defined client rules, and downloaded training certificates, onboarding forms, safety compliance files, and other required records. All files were organized into standardized folder hierarchies and validated for completeness, ensuring zero errors in document categorization.

The automation also included proactive error handling, retry mechanisms, and optimized portal interactions, significantly improving bot efficiency. By replacing repetitive manual tasks with a fully automated workflow, the client achieved faster document processing, consistent compliance readiness, and the ability to scale the process effortlessly, even as employee numbers and documentation volumes grew.