Employee File, Payslip Box and SAP SuccessFactors - Meusburger's complete package for HR

The driving factor behind this decision was the company’s desire for a comprehensive end-to-end HR solution that consolidates all processes and enables authorizations to be managed simply and centrally. In the legacy system, employee records were already digital and accessible in theory; however, there was no clear and practical access control, so many relevant users could not easily access the information they needed.

Efficient work demands full-text search

An employee file must be linked to the employee master data in the HR system. It needs to give managers and staff appropriate access, and it should support full-text search through OCR indexing. Only then can specific information – such as qualifications buried in CVs — be located with little to no effort. None of this was possible with the old file system.

Veronika Bitschnau from the Digital Business department at Meusburger Georg GmbH & Co KG:

“We evaluated three different providers of file management solutions and chose Centric. We liked the product’s user-friendliness best, and the cultural fit with the project team was just right. They were uncomplicated and down-to-earth, just like us at Meusburger.”

Clean the files and then migrate them

After the implementation project, which took a mere three months, from June to September 2025, the system was ready to go. The biggest challenge was cleaning up, categorizing, and renaming the existing 1,200 digital files in the legacy system before importing them into Centric Employee File via SFTP – a necessary step to correctly assign the documents to the right folders and ensure access authorizations for employees. The previous file system was quite disorganized overall; each user had named the documents slightly differently when saving them, which made classification and retrieval difficult. This is not the case with Centric Employee File. The solution provides clear categories that can be customized.

“Centric’s support during the implementation project was excellent, and it remains so in day-to-day operations. Response times are always fast – on Teams or the new ticket system.”

says Andrea Rojak, Project Manager SAP SuccessFactors and Administration (PERS) at Meusburger.

Self-service lightens the HR load

The new system makes life much easier for the 15 professionals in the HR department as well as for all staff members. Files can now be directly accessed through SuccessFactors, either via a button on the home page or directly from the individual employee profile.  Defined roles and permissions mean each employee can access their own file or its contents, which greatly reduces inquiries to the HR department. Thanks to full OCR indexing, full-text search is now possible.

“For example, if we want to know who’s finished safety specialist training, we just search the CVs for that term and immediately get a list of results,”

says Andrea Rojak enthusiastically.

A train-the-trainer approach helped ensure all employees quickly got up to speed with the new filing solution. To support this, the HR team trained the managers, who serve as points of contact for their team members. Furthermore, the internal knowledge database – which is greatly valued at Meusburger – was supplemented with training materials, videos, and additional information regarding the digital employee file.

Payslip Box as part of an integrated system

Shortly after implementing the document management solution, Meusburger also went live with the Centric Payslip Box. The HR department had already been distributing payslips digitally, but it was using a separate solution that was not integrated with SuccessFactors. Veronika Bitschnau:

“The functionality remains the same, but the cost-benefit ratio is much better when we integrate everything into a single system.”

With the company now set to introduce Centric Document Builder, the next step will also involve largely automating the creation of documents, such as employment contracts, through templates, placeholders, and text modules. This will usher in standardized and streamlined document creation processes.

“Overall, with SAP SuccessFactors and the Centric products, we’ll have a comprehensive system for HR data, files, and workflows that makes our department’s work much easier. And through extensive self-service functions, we’re giving our employees plenty of autonomy,”

says a satisfied Andrea Rojak.

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