Automation of Employee Form Completion Checks Using RPA

Challenge

The client approached Edvantis with a request to automate the tracking and follow-up process related to the Technology Tracker form.

Their key challenges included:

• Manual tracking of form submissions in HRMS was time-consuming and error-prone
• Managers lacked visibility into which team members had not submitted the form
• There was no reliable reporting framework for audits or internal compliance reviews

Main Goals

The project’s primary objectives were to:

• Automatically extract and compare submission data from HRMS
• Identify incomplete entries and notify responsible managers
• Provide structured reporting for HR review and compliance checks
• Eliminate the need for manual follow-up by HR personnel

Team Size and Composition

Edvantis assigned one RPA Developer to deliver the solution, fully covering the client’s requirements.

Solution

We implemented an unattended automation workflow using UiPath that:

• Logs into HRMS and accesses the Technology Tracker section under Onboarding
• Extracts the list of employees who have submitted the form
• Compares it against a full employee roster stored internally
• Generates comprehensive report
• Prepares individual emails for each manager with their team’s missing entries
• Sends the emails automatically through UiPath’s Outlook integration

We Achieved Great Results Together

The automation significantly improved how the client tracks onboarding form submissions. By removing manual steps, the client reduced processing time, improved accuracy, and ensured faster follow-up.

Our key achievements included:

• Reduced form-tracking time from several hours to a few minutes
• Improved completion rates through consistent manager follow-ups
• Eliminated manual errors from the process
• Created a structured audit trail via Excel export
• Built a reusable logic for other internal tracking needs

In addition to meeting its immediate goal, the automation setup is flexible enough to support similar use cases, such as compliance tracking or recurring internal checks, if the client decides to automate those in the future.