HR onboarding (USA) — document capture template

New hire paperwork for US employers: Form W-4, Form I-9 with identity documents, direct deposit authorisation and signed offer letter. SSN format, bank routing number (ABA check digit) and document expiry are checked, and a second person verifies each new-hire batch.

At a glance


Region	USA
Industry	HR & payroll
Document types	Form W-4, Form I-9, I-9 identity document, Direct deposit authorization, Offer letter
Workflow	Scan → OCR, separation & classification → Classification → Extraction & validation → Index / Validate → Double-key verify → 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	MM/dd/yyyy, M/d/yyyy, MM-dd-yyyy

Use this template

Go to Batch Setups and choose New Batch Setup.
Filter by USA or search for "HR onboarding (USA)", 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 ID	Text	Yes	entered by the operator
Employee name	Text	Yes	entered by the operator
Work state	Text		entered by the operator	US state

Document types and fields

Form W-4

Recognised by words such as "W-4", "employee's withholding certificate".

Field	Type	Required	Found by	Checks
SSN	Text	Yes	pattern in the text	US SSN
Filing status	Choice	Yes	entered by the operator	one of: Single or Married filing separately, Married filing jointly, Head of household
Signed	Choice	Yes	entered by the operator	one of: Yes, No

Form I-9

Recognised by words such as "I-9", "employment eligibility verification".

Field	Type	Required	Found by	Checks
Citizenship / immigration status	Choice	Yes	entered by the operator	one of: U.S. citizen, Noncitizen national, Lawful permanent resident, Noncitizen authorized to work
Work authorization expires	Date		label "Expiration date", "Exp. date"	Not expired
First day of employment	Date	Yes	label "First day of employment"

I-9 identity document

Recognised by words such as "driver license", "passport", "permanent resident card", "social security".

Field	Type	Required	Found by	Checks
Surname	Text	Yes	label "Surname", "Last name", "Nom"
Given names	Text	Yes	label "Given names", "First name", "Forenames"
Date of birth	Date	Yes	label "Date of birth", "DOB", "Geburtsdatum"	Not in the future
Nationality	Text		label "Nationality", "Staatsangehörigkeit", "Nationalité"
Document number	Text	Yes	pattern in the text
Expiry date	Date	Yes	label "Date of expiry", "Expiry date", "Expires"	Not expired

Direct deposit authorization

Recognised by words such as "direct deposit", "routing number", "account number".

Field	Type	Required	Found by	Checks
Routing number	Text	Yes	pattern in the text	US routing number
Account number	Text	Yes	label "Account number", "Account #"
Account type	Choice		entered by the operator	one of: Checking, Savings

Offer letter

Recognised by words such as "offer of employment", "pleased to offer", "at-will".

Field	Type	Required	Found by	Checks
Start date	Date	Yes	label "Start date"
Job title	Text		label "Position", "Job title", "Title"
Annual salary	Amount		label "Salary", "Annual base salary", "Compensation"	at least 0

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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