HR onboarding (UK) — document capture template

New employee files for UK employers: P45, passport or right-to-work share code, signed contract of employment, new starter checklist and bank details form. National Insurance number, sort code and account number are validated; the employee number is a batch field so every document lands in the right personnel file.

At a glance


Region	UK
Industry	HR & payroll
Document types	P45, Right to work evidence, Contract of employment, Bank details form, Other HR document
Workflow	Scan → OCR, separation & classification → Classification → Extraction & validation → Index / Validate → PDF generation & export
Straight-through processing	No — every batch is checked on screen
Separation	each file, change of document type
Output	searchable PDF with JSON data
Dates read as	dd/MM/yyyy, d/M/yyyy, dd-MM-yyyy

Use this template

Go to Batch Setups and choose New Batch Setup.
Filter by UK or search for "HR onboarding (UK)", select it and choose Next.
Name the Batch Setup, choose the export folder and create it.
Try it with a few of your own documents on the Test tab, adjust fields and rules, then publish it — see Test a Batch Setup and Versions and publishing.

Batch fields

Entered once per batch, for example on the Scan screen.

Field	Type	Required	Found by	Checks
Employee number	Text	Yes	entered by the operator
Employee name	Text	Yes	entered by the operator

Document types and fields

P45

Recognised by words such as "P45", "details of employee leaving work".

Field	Type	Required	Found by	Checks
NI number	Text	Yes	pattern in the text	UK NI number
Leaving date	Date		label "Leaving date", "Date of leaving"
Tax code	Text		pattern in the text
Total pay to date	Amount		label "Total pay to date"	at least 0

Right to work evidence

Recognised by words such as "passport", "share code", "right to work", "biometric residence".

Field	Type	Required	Found by	Checks
Evidence	Choice	Yes	entered by the operator	one of: UK/Irish passport, Share code check, Biometric residence permit, Birth certificate + NI evidence, Other
Share code	Text		pattern in the text
Permission expires	Date		label "Expiry", "Valid until", "Date of expiry"	Not expired
Checked by	Text	Yes	entered by the operator

Contract of employment

Recognised by words such as "contract of employment", "terms and conditions", "notice period".

Field	Type	Required	Found by	Checks
Start date	Date	Yes	label "Start date", "Commencement date", "Date of commencement"
Job title	Text		label "Job title", "Position", "Role"
Salary	Amount		label "Salary", "Annual salary"	at least 0
Signed by employee	Choice	Yes	entered by the operator	one of: Yes, No

Bank details form

Recognised by words such as "bank details", "sort code", "account number".

Field	Type	Required	Found by	Checks
Sort code	Text	Yes	pattern in the text	UK sort code
Account number	Text	Yes	pattern in the text	UK account number
Account name	Text		label "Account name", "Name of account holder"

Adapt it to your documents

Add or rename fields and change how they are found: Fields and data extraction, Finders and zones.
Improve document type recognition: Document classes and classification, Samples and classifier training.
Send the documents and data to your systems — folders and servers, SharePoint, Google Drive and other cloud drives, S3, document management (FileNet, Alfresco, M-Files, DocuWare), SAP, Dynamics 365, Salesforce, Xero, QuickBooks, SQL, REST or a C# script: Output and export, Cloud and business-system destinations.
Arrange the data entry screen: Screen designer.

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