Agentic AI: strategic impact on processes

Use case: Onboarding

Unstructured

5 days
(40 hours)
  • Hiring handled via email and spreadsheets, with missing documents and no traceability.
  • High rework and reliance on manual follow-ups between teams.
-60%

Structured

2 days
(16 hours)
  • Standardized forms and mandatory document checklists.
  • Centralized onboarding with visibility by status.
-50%

Automated

1 day
(8 hours)
  • Automatic validations, approval rules, and integrated notifications.
  • Reduced delays and operational errors.
-94%

Agentic

Minutes
  • AI Agents validate documents, generate contracts, and notify stakeholders automatically.
  • Autonomous, traceable process with AI-justified decisions.

Example of an AI Agent–orchestrated onboarding workflow

Stage
Pain points
Automated activities
AI Agents
Waiting for documents

Pain points

Incomplete data submission and incorrect documents

Lack of visibility into each onboarding status

Automated activities

Automatic request for mandatory documents

Automated notifications and reminders

Validation Agent
HR review

Pain points

Manual review errors and lack of standardization

Automated activities

Automatic validation of data and mandatory fields

Classification of candidates as approved or rejected

Hiring Agent
Employee review

Pain points

Rework on corrections and delays in resubmission

Automated activities

Automatic correction instructions

Controlled reopening of the previous stage

Hiring

Pain points

Manual contract generation and HR dependency

Automated activities

Automatic creation and delivery of digital contracts

Integrated e-signature

First day

Pain points

Lack of cross-team integration and communication delays

Automated activities

Scheduling onboarding meetings

Sending welcome messages and team notifications

Meet the AI Agents powering the onboarding process

Validation Agent

Automates document reading and validation, flagging inconsistencies and ensuring compliance with company policies.

Automated activities:

• Requests mandatory documents
• Validates formats and required fields
• Classifies candidates as approved or rejected

Hiring Agent

Generates contracts based on validated data and automatically sends them for digital signature, accelerating the hiring process.

Automated activities:

• Automatic contract creation
• Sending for signature via PipeSign or integrations
• Notifications for managers and involved teams

90% faster onboarding

AI Agents eliminate manual activities and accelerate employee onboarding.

70% faster document review

Automation reduces validation time and ensures faster, safer onboarding.

228% ROI in HR operations

Results achieved by enterprise customers after centralizing processes and eliminating rework.

pipefy-academy

Become a Pipefy expert: master AI Agent creation and take your processes to the next level.

Learn, hands-on, how to create, automate, and scale your end-to-end processes in Pipefy Academy.

What you will learn:

Create and organize your processes

Build forms and portals to centralize requests. Structure pipes and cards to track tasks with clarity and control.

Manage information with ease

Build custom databases and keep all your team data always up to date and connected.

Automate and accelerate results

Eliminate manual tasks with automations, AI Agents, and email tools that work for you.

Analyze and optimize your operation

Create reports, interfaces, and dashboards to visualize metrics, identify bottlenecks, and make data-driven decisions.

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Start the Process Manager course now

Learn how to use Pipefy strategically, build your first agent from scratch, and gain autonomy to scale your workflows.

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Ask questions, learn more, and connect with other experts.

Join conversations, share best practices, and discover new ways to boost your processes.

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Frequently asked questions

If you need help, we’re here to guide you and provide full support

How does automated onboarding work in Pipefy?
Pipefy automates document collection, validation, and approval, reducing onboarding time from days to hours.
Can I standardize the onboarding process across all teams?
Yes. No-code workflows let you create unified forms and checklists for all units or departments.
Do I need to involve IT to set up the process?
No. All configuration is done through a visual no-code interface, with no programming required.
Does Pipefy integrate with digital signature platforms?
Yes. It is compatible with PipeSign and other electronic signature services.
How does AI ensure data compliance?
AI Agents automatically validate formats and mandatory fields, following internal hiring policies.
How long does it take to implement Pipefy AI Agents for HR and see results?
On average, Pipefy Agents are configured in minutes, and use cases—regardless of focus—are implemented in up to 20 days. This makes Pipefy the most agile no-code AI solution for business process orchestration, delivering results in days, not months.

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Pipefy is one of the most respected platforms in the market, recognized by leaders for its innovation, robustness, and operational impact.

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With Pipefy, your data security comes first.

Pipefy is the only platform that combines process automation with built-in governance and enterprise-grade security, delivering compliance, full auditability, and precise control over AI and sensitive data.

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Only Pipefy combines simple setup, hundreds of integrations, governance certifications, and an incredible user experience for teams across your company—without overloading your technical team.

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