HR Letter Automation for Centralized HR Operations in a Large UAE Investment Firm
The project automates the end-to-end HR letter issuance process by removing manual verification, letter generation, and email distribution activities handled by the HR Operations team. Using RPA and rule-based automation, the solution reads HR letter requests, validates employee data from the Adrenaline system and SQL database, and generates the required letters directly from the portal. The bot downloads approved letters and automatically emails them to HRBPs, line managers, employees, and SPOCs as per predefined routing rules. This automation improves turnaround time, ensures accuracy and consistency in communication, and significantly reduces repetitive manual effort.
Client Overview
The client is an organization with a centralized HR department managing employee lifecycle activities. The HR team was handling a high volume of HR letter requests manually and required an automated solution to improve turnaround time, ensure consistency, and reduce repetitive administrative work.
Technical Stack
Industry
Investment Management
Region
UAE (Sultanate-wide implementation)
Project-size
Non-Disclosable
Company size
Large Scale Authority (National Government Body)
Implementation Highlights
Automated Email & Request Processing
Enabled automatic reading of HR letter requests from shared mailboxes, extracting key details and validating employee information before processing.
Database & Approver Verification Automation
Integrated SQL-based employee lookup and automated approver identification using rule-based logic to ensure accurate routing and authorisation.
End-to-End Letter Generation & Downloading
Automatically generated HR letters from the Adrenaline portal and securely downloaded them using standardized naming and storage controls.
Automated Email Distribution & Status Updates
Distributed letters to HRBPs, line managers, employees, and SPOCs based on predefined routing rules, while updating completion status for audit tracking.
Challenges & Solutions
Handling Complex Letter Routing Rules Across Multiple Business Units
Solution: A rule-based Excel engine was developed to map each company and letter type to the correct HRBP or SPOC. This ensured that every letter request was automatically routed to the appropriate stakeholder with no manual intervention, improving accuracy and consistency.
Eliminating Manual Verification for Confirmation and Relieving Letters
Solution: SQL database extraction was automated to validate employee status and update workflow appraisal details. This removed the need for HR teams to manually confirm records, speeding up processing and reducing human dependency.
Managing Portal Load Delays and Frequent UI Changes
Solution: Robust wait mechanisms, intelligent selectors, and error-handling logic were implemented within the automation. Fallback retries were added to ensure the bot could continue processing smoothly even during slow load times or UI updates.
Supporting Multiple HR Letter Types with Different Input Parameters
Solution: Dynamic parameter selection was built using Excel-based rules. The bot automatically identified the required fields for each letter type and populated them accordingly, allowing seamless handling of diverse request types.
Handling Missing or Incorrect Employee Email IDs
Solution: The bot was configured to validate recipient email details and use corporate email as the primary source, with personal email as a fallback. This ensured reliable delivery of letters even when employee records contained incomplete email information.
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Experience
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Happy
Customers
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100+
Agile enabled
employees
Results & Impact
- Achieved up to 80% faster bank reconciliation cycles — reducing processing time from hours to just minutes per day.
- Significantly reduced month-end closing time by automating high-volume reconciliation activities across multiple bank accounts.
- Delivered 100% accuracy for all rule-based transaction categorisation, eliminating errors caused by manual interpretation.
- Improved financial reporting reliability through consistent, audit-ready reconciliation records with full exception visibility.
Key Learnings & Achievement
- Rule-based decision logic is essential to ensure the correct approvers and recipients are consistently selected for each HR letter type.
- Structured exception handling is critical for managing missing or incorrect employee data without disrupting the overall HR process.
- Automation eliminated repetitive HR administrative work, significantly reducing manual workload and improving process efficiency.
- RPA-driven HR letter generation improved accuracy, consistency, and turnaround time in employee communication.
