Complete your Workday transformation with Kainos Employee Document Management
Workday is now the backbone of HR modernisation, streamlining payroll, talent management, and employee experience. But for enterprises with complex, regulated, or multi-country operations, digitising workflows alone does not complete the transformation. Employee documents often remain fragmented across systems, file shares, or paper, creating compliance risk, slowing onboarding, and undermining HR efficiency.
Forward-looking organisations are recognising that Workday provides the foundation, but true transformation requires embedding document management directly into the platform. Only then can HR achieve compliance without complexity, scalability without added burden, and an employee experience that matches the ambitions of their digital transformation programme.
How Kainos EDM completes the journey
Kainos EDM transforms Workday into a fully unified HR document management system, automating the entire employee document lifecycle from creation and delivery to filing, retention, and purge. By eliminating external document systems, HR teams can reduce manual effort by up to 70 percent, accelerate onboarding, and efficiently manage mass events like seasonal hiring, mergers, or data subject requests.
Because EDM is natively built on Workday, employees, managers, and HR teams can access all documents in a single, familiar interface. It offers granular, configurable retention, legal hold, and audit capabilities, supporting audit readiness and regional compliance requirements for regulations such as GDPR, HIPAA, SOX, OSHA, and other industry-specific standards. Multilingual templates support global workforces, and legal hold capabilities protect documents during litigation or employee relation cases.
Efficiency, compliance, and ROI in action
The impact of Kainos EDM is tangible. At Julius Baer, issuing and signing contracts used to involve printing, mailing, and scanning documents, a process that consumed significant HR time. With EDM, the same process now takes less than five minutes, dramatically improving efficiency.
ING Bank faced the challenge of each country managing HR documents differently, creating compliance risk and significant manual effort. By centralising documents with EDM, employees can now locate and print documents themselves, eliminating over 2,000 HR requests per year while ensuring local retention and access rules are met.
Hilti embedded EDM within Workday to digitise millions of pages globally, achieving a 50 percent reduction in document creation time and faster turnaround on signed documents. A global audit and advisory firm automated manual document creation and retrieval, saving over 7,500 hours annually and more than $562,000 in costs, while a leading steel supplier and manufacturer cut $75,000 in retrieval costs alone.
As one CHRO put it, “Workday is just one half of our digitisation journey, the only way to complete our transformation is with Kainos EDM.”
Delivering a seamless HR experience
Beyond efficiency and compliance, Kainos EDM improves the employee experience. All documents live alongside employee records in Workday, making search, retrieval, and updates simple. HR teams gain complete lifecycle visibility, while employees enjoy a smooth onboarding, offboarding, and document access process. Centralised, automated workflows remove bottlenecks, reduce errors, and allow HR to focus on strategic priorities rather than chasing paper or disparate files.
Completing Workday transformation
Together, Workday and Kainos EDM create a truly unified HR ecosystem. Enterprises can accelerate talent acquisition, simplify audits, lower costs, ensure global compliance, and enhance employee experience, all while creating a single source of truth for HR across geographies. For organisations navigating regulatory complexity, multi-country operations, or large-scale digital transformation initiatives, Kainos EDM delivers the operational and strategic outcomes that Workday alone cannot.