Workflow · HR
New hires send their papers once
Documind checks the ID card, diploma and bank letter, creates the employee record, and asks for what is missing. CVs are read for your recruiters.
Photo
Phone photo of an ID card
“Taken on a kitchen table, a bit of glare.”
Scan or fax
Scanned diploma
“University diploma, stamped, in Spanish.”
Email text
Email with a CV
“Hi, my CV is attached for the sales role. Thanks, Daniel”
See it run
One example from start to end. Tap the answer when Documind asks.
1 · Inbox
Sofia Martínez
My papers for the start on 1 April
Hello, here are my ID card, my diploma and my bank letter. Thank you.
Attachments
- id-card-front.jpg
- diploma.pdf
- bank-letter.pdf
2 · Documind
- Reads the email
- Reads the ID card photo
- Reads the diploma scan
- Reads the bank letter
- ID number rulePassed
- IBAN is validPassed
- Name on all three papersAsked a person
Documind asks
Which name goes into the employee record?
A colleague picked Sofia Martínez García
3 · Your systems
Employee record created
- Name: Sofia Martínez García
- ID number: 111•••333
- IBAN: NL91 •••• •••• 1643 00
- Start date: 01.04.2026
- Missing paper asked for: residence document
- Papers filed in the personnel file
Read as text
- An email from a new hire arrives with an ID card photo, a diploma scan and a bank letter.
- Documind reads the email and all three papers.
- It checks the ID number and the IBAN with math rules. Both pass.
- The last name is not the same on every paper, so it asks a person.
- A colleague picks Sofia Martínez García, the name on the ID card.
- The employee record is created. An email asks for the one missing paper.
What arrives, what it checks, where it goes
1 · What arrives
- Phone photo of an ID card Photo
- Scanned diploma Scan or fax
- Email with a CV Email text
2 · What it checks
-
The national ID number passes its check-digit rule.
Passed All 9 digits pass the math rule for the ID number. -
The IBAN on the bank letter is valid.
Blocked by a rule One digit is wrong, so the IBAN fails the math rule. It is not saved. -
The name is the same on the ID card, diploma and bank letter.
Asked a person The ID card shows a second last name. The bank letter does not.
3 · Where it goes
- Employee record created in your HR system
- Email sent for missing papers
Arrives · Read · Check · Ask if unsure · Write · Sample data
You decide how careful it is
More careful means more questions for your team. Less careful means more work done by itself. Wrong answers are blocked either way.
- Done by itself
- 4
- Asked your team
- 2
- Blocked by a rule
- 1
- ID number111222333Done by itself
- Date of birth14.06.1998Done by itself
- Diploma: schoolAtlas UniversityDone by itself
- Diploma: date28.06.2021Done by itself
- Last nameMartínez GarcíaAsked your team
- Handwritten phone number+31 6 418 27 ?9Asked your team
- IBANNL91 ABNA 0417 1643 01Blocked by a rule
Illustration, not a measured rate. Sample data.
Where the data goes
Documind writes the checked result into the systems you already use.
- Your HR or payroll system
- Your hiring system, for CVs
- Filed in the personnel file
- Missing-paper email to the new hire
- Questions to your HR team
Any system that can receive an API call or a webhook.
Which teams use it
-
Retail & consumer goods
Supplier invoices, product sheets, return emails and store photos, read, checked and turned into finished work in your systems.
-
Manufacturing
Customer orders, supplier invoices, delivery note photos and mill certificates, read, checked and written into your ERP.
-
Healthcare
Intake forms, card photos, faxed referrals and invoices, read, checked and routed for your front desk and billing team.
Your data stays with you
- Runs on your own servers. Nothing is sent to an outside AI service.
- Works without internet, on AI models you own.
- Every step is recorded and cannot be changed later. Auditors see who approved what, and when.
- GDPR & KVKK aligned
- SOC 2 Type II in progress
Questions people ask
Is employee data safe with Documind?
Documind runs on your own servers, and the papers stay there. No file is sent to an outside AI service. You set the access rules, so only your HR team sees the files. Documind is GDPR and KVKK aligned.
Does Documind decide which candidate to hire?
No. Documind reads the CV and writes the name, contact details and work history into your hiring system. It does not rank or reject anyone. Your recruiters read the CVs and decide.
Does it check if a diploma is real?
No. Documind reads the diploma and checks that the name matches the other papers. It does not check if the diploma is real. Your team can do that with the school if needed.
Does it read papers from other countries?
Yes. It reads ID cards, diplomas and bank letters in many languages, including handwriting. Local ID numbers and IBANs are checked with their check digits. Letters like é, ñ and ü are kept as written.
How do I know a value was read right?
Three different AI models read each value and must agree. Click a value to see the exact spot on the photo or scan. If the models do not agree, or a rule fails, a person on your team decides.
Sources
- Finance, HR and IT are the top three teams in shared service centers, and have been since 2015 (Deloitte, 2021). Deloitte, Global Shared Services and Outsourcing Survey 2021
Map your process with us. Go live in the demo.
In the demo we look at how hiring and staff documents reach your HR team today. Then we put your first HR workflow live, on your own systems.