HRIS platforms like Paylocity centralize workforce data, but employee documents often remain fragmented across systems. Learn how integrating HRIS platforms with DynaFile creates a secure, compliant employee document management layer.
Modern HRIS platforms have transformed payroll, benefits administration, onboarding workflows, and workforce management. Systems like Paylocity centralize employee data and streamline day-to-day HR operations.
But there is still a critical gap in many HR technology stacks:
Employee documents often remain disconnected from the system of record.
Even with a robust HRIS in place, organizations frequently store employee files in shared drives, email inboxes, legacy servers, or physical filing cabinets. This disconnect introduces compliance risk, manual work, and audit uncertainty.
It is not a payroll problem.
It is not a workforce data problem.
It is a document management problem.
And it is one that many organizations do not realize they still have.
The Hidden Gap in HRIS Platforms
HRIS systems are designed to manage employee data. They track compensation, job changes, benefits elections, timekeeping, and workforce analytics.
But they are not purpose-built document management systems.
As a result, HR teams often face:
- Manual downloading and uploading of employee documents
- Inconsistent folder structures across departments
- Limited search capabilities during audits
- No centralized metadata framework
- Retention policies managed outside the HRIS
Over time, this creates operational friction and compliance exposure. As organizations grow, expand across states, or support hybrid workforces, the risks increase.
Why Employee Document Management Requires Its Own Layer
Employee records are not just files. They carry legal, regulatory, and operational weight.
I-9s, W-4s, offer letters, disciplinary records, benefits documentation, certifications, and performance documents must be:
- Securely stored
- Properly indexed
- Easily searchable
- Access-controlled
- Retained according to regulatory timelines
A true employee document management system provides:
- Structured indexing and consistent metadata
- Automated retention schedules
- Role-based access controls
- Full audit trails
- Secure, cloud-based access for distributed teams
This is where the concept of an employee document layer becomes essential.
The Employee Document Layer for HRIS Platforms
Instead of forcing HRIS platforms to function as document repositories, leading organizations are implementing a complementary solution: a document management system that integrates directly with their HRIS.
DynaFile serves as the employee document layer for modern HRIS platforms.
By integrating with systems like Paylocity, DynaFile connects trusted employee data with structured, compliant document storage.
The result:
- The HRIS manages employee data and workflows
- DynaFile manages employee documents, compliance, and retention
- Integration eliminates manual file handling
Each system performs the function for which it was designed, creating a stronger, more scalable HR technology stack.
How the Paylocity + DynaFile Integration Works
When integrated with Paylocity:
- Employee data automatically structures document folders in DynaFile
- Documents generated through HR workflows are automatically categorized and routed
- Files are indexed using consistent metadata for fast retrieval
- Retention schedules and role-based permissions are applied automatically
For example, when a new hire completes onboarding in Paylocity, documents such as W-4s and I-9s are automatically filed in the correct employee record within DynaFile. This removes the need for manual downloading, naming, and sorting.
During an audit, HR teams can locate employee records instantly by employee name, document type, or compliance category.
Beyond Paylocity: Building a Connected HR Document Ecosystem
While the Paylocity integration demonstrates how HRIS data and employee document management can work together seamlessly, the employee document layer extends beyond a single platform.
DynaFile integrates with leading HRIS, HCM, and workforce management systems to ensure employee documents remain structured, searchable, and compliant regardless of the technology stack.
Supported integrations include platforms such as:
- Workday
- ADP
- UKG
- SAP
- Ceridian Dayforce
- Oracle Taleo
- iCIMS
In addition to HRIS platforms, DynaFile connects with leading e-signature and digital workflow tools, including:
- DocuSign
- PandaDoc
- Adobe Acrobat Sign
- signNow
By integrating across HRIS and e-signature systems, DynaFile ensures that employee documents can be:
- Generated digitally
- Signed securely
- Automatically filed
- Indexed using structured metadata
- Retained according to compliance requirements
Instead of fragmented storage across platforms, organizations gain centralized, audit-ready employee document management across their entire HR ecosystem.
Why This Matters Now
Compliance requirements are expanding. Multi-state employment regulations add complexity. Remote and hybrid teams require secure, cloud-based access to sensitive employee records.
Manual document handling does not scale.
Organizations that separate HRIS data management from structured employee document management gain:
- Reduced compliance risk
- Faster audit response times
- Improved operational efficiency
- Stronger internal controls
- Greater visibility across departments
The HR technology stack is evolving.
And the employee document layer is becoming a necessary component.
Modernize Your Employee Document Management
If you are using Paylocity or another HRIS platform, consider whether your employee documents are as structured and secure as your workforce data.
DynaFile helps organizations centralize, index, secure, and manage employee records through intelligent integrations designed to eliminate manual filing and strengthen compliance.
Explore the Paylocity integration to see how the employee document layer works in practice, or schedule a personalized demo to evaluate how DynaFile fits into your existing HR technology stack.
Frequently Asked Questions About HRIS Document Management Integrations
Q: What is an HRIS document management integration?
A: An HRIS document management integration connects employee data from an HR system like Paylocity with a structured document management system. This allows employee records to be automatically organized, indexed, secured, and retained in compliance with requirements.
Q: Why can’t an HRIS manage employee documents on its own?
A: HRIS platforms are designed to manage employee data and workflows, not to serve as full-featured document management systems. Dedicated employee document management software provides structured indexing, metadata, retention automation, and audit trails that go beyond standard HRIS capabilities.
Q: How does integrating Paylocity with DynaFile improve compliance?
A: By automatically filing and indexing employee documents using consistent metadata and retention rules, organizations reduce manual errors and improve audit readiness. Role-based access controls and audit trails further strengthen compliance.
Q: What types of documents can be managed through an HRIS integration?
A: Common employee documents include I-9s, W-4s, offer letters, onboarding forms, benefits documents, performance records, certifications, and policy acknowledgments.
