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Affairs – introduction

Zaktualizowano 2026-05-28

What are case types?​

Case types define different types of business processes HR / HR / payroll / other as part of cases run in the system, e.g.

  • Onboarding/employment
  • Annexes to contracts
  • Statements of the employee/collaborator
  • Confidentiality agreements etc.

The configuration of case types is described in the administration part: Case types.

Benefits of case type management​

  1. Structure and order: Case types allow for a clear organization of various operational processes.
  2. Personalization and security of circulation: In each case, you can assign the right documents, their templates, and determine who has what permissions - which guarantees that the procedure is in accordance with the company's policy.
  3. Effective automation of HR processes: Individual forms, approval paths, document types, signatures, notifications and conditions can be defined for various types of cases - which increases work efficiency.

Integrations that further increase the value of case types​

Integration with digital signatures​

The eFOB system supports various types of signatures, which allows:

  • Direct signing of documents in the case - without the need for export, printing and scanning.
  • Support for various signature methods - you can use the built-in KIR signature, facsimile or external signature, e.g. Signius.eu.
  • Increased credibility and legal compliance - because qualified electronic signatures have full legal force.

Document generator (Word, mail merge)​

The document generator in eFOB allows you to:

  • Create documents based on Word templates that use case fields (e.g. employee name, position, dates, etc.).
  • Generate documents in bulk thanks to the mail merge function - which significantly saves time.
  • Templates are easy to use, and the system inserts data from the case itself, creating personalized documents ready for sending or signing

Examples​

Described below are three examples of business processes that can be defined in eFOB as case types along with their key elements.

1. Onboarding/employment​

Purpose: Introducing a new employee to the organization and completing documentation.

Case type configuration elements:

  • Case fields: name and surname, position, start date, department, supervisor.
  • Forms: personal questionnaire, contract data, list of required training (OHS, GDPR).
  • Transitions (workflow):
    • "New application" → "Documents prepared" → "Signing the contract" → "Employee employed" → "Archived in e-Folder"
    • Additional "Cancelled" status (where necessary according to business needs)
  • Types of documents: employment contract, GDPR consent, occupational health and safety training, declaration of familiarity with the regulations.
  • Signatures: qualified KIR / Signius for the contract, facsimile for other HR forms.
  • Notifications: to HR, supervisor, IT (equipment and permissions), health and safety.

2. Annexes to contracts​

Purpose: Changing employment conditions (e.g. remuneration, position, full-time hours).

Case type configuration elements:- Case fields: employee, contract number, scope of change (salary, full-time position, position), effective date.

  • Forms: application for a change in employment conditions.
  • Transitions (workflow):
    • "Annex project" → "Supervisor's approval" → "Signing" → "Accepted" → "Archived in eFolder"
    • Additional "Cancelled" status (where necessary according to business needs)
  • Types of documents: annex to the contract, memo, justification for the change.
  • Signatures: qualified electronic signature (KIR or Signius) for the employee and the employer.
  • Notifications: to the HR and accounting departments (changes in the HR, payroll and accounting systems).

3. Statements of the employee/co-worker​

Purpose: Collecting required declarations in various processes (e.g. GDPR, non-competition clause, use of company tools).

Case type configuration elements:

  • Case fields: employee/collaborator, declaration type, validity date.
  • Forms: simple form for selecting/completed data (e.g. checkbox "I have read the regulations").
  • Transitions (workflow):
    • "For signature" → "Signed" → "Archived in eFolder"
    • Additional "Cancelled" status (where necessary according to business needs)
  • Types of documents: declaration of GDPR, declaration of no conflict of interest, declaration of entrustment of equipment.
  • Signatures:
    • facsimile or handwritten signature in PDF,
    • alternatively external Signius for greater reliability.
  • Notifications: email reminders for the employee to sign.