Complete files
Every ID, receipt, contract, and certificate is entered with its own data. Nothing is left as a standalone scan that no one knows is missing.
Human Resources
Complete records, always auditable.
Identification documents, receipts, employment contracts, and certificates are all included in each person's file.
ClicScan reads them, extracts the document type, name, and key dates, and creates a file that is reviewed by data, not by folder.
Example: ClicScan processes an employee ID (employee_name) Jordan Rivera and extracts the document type, the issuance date 2023-04-11, and the expiration date 2027-04-11, with a confidence level assigned to each field; the expiration date is flagged for review.
The problem
The file seems complete until someone opens it
A new applicant submits their ID, proof of address, the signed contract, and some certificate. Someone reviews each scanned file to confirm that all documents are present and legible, and manually enters the name, type of ID, and dates into the form or system where the file is maintained. A blurry scan or a missing document slips through unnoticed, and the file appears complete until someone actually opens it.
The files are stored as folders containing individual scans, one per person. The expiration date of an ID or certificate exists as text within an image, invisible to any system until someone reads it with the naked eye. When an audit or renewal season rolls around, reviewing each file to determine which ones are about to expire takes days, and finding a specific document among hundreds of folders means opening them one by one, rather than searching for it by its own data.
A Day with ClicScan
A Morning in the Human Resources Department
This is what a morning looks like when putting together a file no longer hides its data. The scenario is illustrative: the documents and figures are examples.
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9:00 a.m.
The documentation for the new hires has arrived
ID cards, receipts, signed contracts, and certificates from the latest batch of new hires are waiting in the team's locked folder. No one has opened them yet.
22 documents in the queue -
9:05 a.m.
ClicScan processes them on its own
Each file is classified by document type; the name, ID type, and issuance and expiration dates are extracted, and the file is renamed using that information. No templates by type, and no one has to lift a finger.
sort · extract · rename -
9:15 a.m.
The team reviews only what is marked
Most were approved with high confidence. A couple of unclear due dates were flagged for review. The coordinator will confirm only those before closing the file.
3 fields to review -
9:25 a.m.
The file is now complete and searchable
Each document is added to the repository with its data, linked to the correct person. The file answers questions based on the data, without anyone having to open each document individually.
updated file
Before, putting together the file for each new patient used to take the whole morning, flipping through folders. The difference isn't that filing is faster—it's that the file now answers questions.
The Tour
From the document to the file, without scanning
A document is received through the system you're already using. The AI engine classifies it, extracts its data, and measures the confidence level for each field. The result is sent to the repository of your choice.
The document is imported via a multifunction printer, scanner, email, or web upload; ClicScan’s AI core classifies it, extracts its data, and assesses the confidence level of each field, leveraging the Claude, Gemini, OpenAI, and DeepSeek models; the result is sent to the destination of your choice: SharePoint, OneDrive, a webhook, or email.
The renamed file and its data are exported in CSV, XML, or JSON format to the repository where your team retrieves them—by data, not by folder.
What ClicScan Extracts
An identifier, in fields you can search
Each field has its own confidence level. Those that exceed the threshold are saved directly to the file; those that are questionable are flagged for a second pair of eyes to confirm.
Example: From an ID belonging to Jordan Rivera, ClicScan extracts the document type, the name, the ID type, and the issuance and expiration dates, with a confidence level assigned to each field; the expiration date is flagged for review.
Benefits
What's Changing in Your Operation
Expiration alerts visible in your systems
"expiry_date" appears as a field, ready for your system or calendar to trigger the alert you need. Stop hiding inside an image.
Onboarding Without Lost Documents
Each document for a new intake is automatically classified and renamed. No one has to deal with a blurry scan or manually verify whether the file is complete.
Audits Without Panic
Search by ID type, issue date, or expiration date—not by folder. The file responds before the audit is finished asking questions.
Frequently Asked Questions
Questions We Often Get Asked in Human Resources
Does it detect expired documents?
ClicScan extracts the "expiry_date" as an additional field from the ID or certificate, with its own confidence level, exactly as it appears printed on the document. What ClicScan does not do is notify you on its own when that date is approaching or has passed: it does not send alerts or notifications. That information is available as a structured field so that your system, calendar, or HR process can trigger the notification you need, at the time and through the channel you specify.
What types of IDs does it accept?
ClicScan recognizes official IDs in general—passports, national IDs, driver’s licenses—without relying on a fixed template for each country or format. You define in your document type catalog which IDs you expect to receive and which fields are important for each one, such as national_id_type or the expiration date. When a document does not meet the expected confidence threshold, it is flagged for human review instead of being marked as verified.
How is personal data protected?
The documents in each file are encrypted in transit and stored encrypted at rest. Each organization sees only its own data: isolation between accounts is strict, with no exceptions, and a log records who viewed what and when—which is useful should an audit ever ask what happened to a person’s file. You choose which connector and destination the data is sent to; it doesn’t go anywhere you haven’t configured. ClicScan treats each employee’s personal information with that same level of confidentiality.
Make sure no case is left unfinished.
Schedule a demo and see your own HR documents turned into data.