Case Study: Naviant Inc. achieves secure, paperless new‑hire onboarding with Hyland's ShareBase

Naviant’s human resources department uses ShareBase to securely communicate with new hires—even before their first day

Naviant, a national ECM and BPM consulting firm and long-time Hyland customer, faced an onboarding problem: new hires were handed—or mailed—large paper packets on day one, creating inefficiency and security concerns for remote employees. HR needed a way to securely communicate benefits and payroll information and collect signed forms before an employee’s first day while keeping candidates engaged between offer and start.

The HR team solved this by using ShareBase to create password‑protected, time‑limited folders shared via external links so new hires could securely download paperwork and upload completed forms; folders authenticate with pins and expire after processing. Naviant also ran a virtual career fair with individual graduate folders and a 30‑day employer access window, enabling video resumes and flexible review—cutting paper, speeding processing, improving candidate engagement, and nearly doubling career‑fair participation, with ShareBase now used across multiple departments.

Naviant Inc.

Tricia Shields

Director of Human Resources