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HR document managementHR document management in M-Files: every personnel file complete and GDPR-proof
Contracts, reviews, certificates and IDs in one personnel file. The right people see them, nobody else does, and the retention policy deletes them on time.
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Illustrative example
In short
HR document management with M-Files keeps every personnel file in one place: contracts, evaluations, certificates, IDs and training records. Access is set per role, so salaries and medical documents are visible only to HR and the direct manager. Workflows guide recruitment, onboarding, evaluations and offboarding, expiring documents trigger alerts, and retention rules delete personal data when the legal basis ends. SoftAdvice designs and implements the HR setup.
Half the file is missing, and the wrong people can see the rest
Personnel documents are spread across HR drives, manager mailboxes and paper. Nobody is sure a file is complete until an inspection or a dispute proves it is not. And when someone leaves, who deletes their data, and when? Usually nobody.
A folder cannot keep a secret, and it cannot forget on schedule. A personnel file needs to do both.
Without M-Files
- Documents scattered over drives, mailboxes and paper
- Salaries, evaluations and medical notes in folders too many people can open
- Files linger for years after someone leaves, past any legal basis
- An audit or a subject access request quickly turns into real exposure
With M-Files
- One complete personnel file per employee
- Access per role: HR and the direct manager see what they need, nobody else
- Retention rules delete personal data on time, automatically
- Every action logged, ready for an audit or access request
M-Files guides every employee through the full HR lifecycle
From vacancy to exit, each step creates, files and protects the right documents, without manual follow-up.
Recruitment
Vacancy and candidate files are created automatically. CVs, cover letters and correspondence are linked to the candidate and stored in a GDPR-compliant way. Moving to onboarding takes one click.
Onboarding
A new employee is ready on day one. The employment contract is generated with dox42 and signed via Penneo, the IT request for laptop, e-mail and access is created, and the HR file builds itself.
Employment
Contracts, certificates, training and evaluations stay in one current file. Retention is applied per document type, and expiring certificates are flagged before they lapse.
Evaluation
Review meetings are scheduled automatically and forms are generated per employee. Manager and employee sign digitally, and the signed review is filed in the personnel file.
Offboarding
From resignation to archive: exit documents are created and filed, IT access is revoked through a workflow, and personal data is deleted automatically when the legal retention period ends.
Everything your HR team needs, built in
Central personnel file
Every document of every employee in one place: contract, evaluations, certificates, leave and training. Complete and always up to date.
Automated workflows
Onboarding, leave requests, review cycles and offboarding run through configurable workflows with notifications.
Digital signatures
Employment contracts, annexes and consent forms signed electronically via Penneo. No paper, legally valid.
Contracts from templates
Employment contracts are generated with dox42 from the data already in M-Files, so nobody retypes names, roles or dates.
Expiry alerts
M-Files warns in good time when certificates, medical checks, driving licences or visas are about to expire. No manual tracking.
Fast search
Search by employee, role, document type or date, and through the content of the documents themselves. Every HR document found in seconds.
GDPR is no longer an extra task
HR documents hold the most sensitive personal data in your organisation. M-Files makes sure the right people see the right documents, and nothing more. Retention, permissions, audit logs and automatic deletion are built into every personnel file, not separate settings.
Permissions per role
Salaries, evaluations and medical documents are restricted to HR and the direct manager, based on metadata rather than folders.
Automatic retention
Retention rules per document type keep what you must keep and delete personal data, such as data of rejected candidates, when the term ends.
Built-in audit log
Every view, change and deletion is logged, so you can show who did what during an audit or a subject access request.
Single sign-on
Employees and managers sign in with their company account via Azure AD.
One personnel file, every role in HR
Each role sees exactly what it needs, from HR to IT, small teams included.
From first conversation to a working HR system
Our commitment: your first HR process live in 30 days. Then we keep building with you.
HR process analysis
We map your current document flows: which documents, who has access, and where it gets stuck.
File structure and permissions
We design the file structure, metadata model, permission matrix and retention policy, tailored to your organisation.
Configuration and training
M-Files configured, workflows built and your HR team trained. First process live in 30 days.
Optimisation and growth
More automation, extra integrations and new workflows. We grow with your HR processes.
Frequently asked questions
Can we connect M-Files to our HR system, such as SD Worx or Officient?
Yes. M-Files has an open API, so employee data can be synchronised with HR and payroll systems without entering it twice. SoftAdvice guides the integration from start to finish.
How does M-Files support GDPR compliance for HR documents?
M-Files applies retention rules per document type, restricts access by role and logs every action in an audit trail. Personal data is deleted automatically when the retention period ends, so GDPR is no longer a manual process.
Can we use digital signatures for employment contracts?
Yes. Contracts are sent for signature from M-Files, for example via Penneo, and filed automatically in the personnel file once signed. No paper, with full legal validity.
Does M-Files work for small HR teams?
Yes. M-Files scales from small teams to large organisations. Small HR teams often gain the most: less manual work, more overview and GDPR compliance without extra staff.
How long does an HR implementation in M-Files take?
Our commitment is your first HR process live in 30 days, including process analysis, file structure, permission matrix and basic workflows. More complex integrations or custom work take longer; we agree the timeline with you upfront.
Can employees view their own documents through a portal?
Yes. With M-Files Hubshare you offer a secure self-service portal where employees view their own payslips, certificates or training records. They see only what is meant for them, with single sign-on through their company account.
Ready to get your personnel files in order?
In one hour we show you a demo tailored to HR, with your HR document types and processes. No generic presentation, no obligations.