From insight to impact: Streamline onboarding workflows

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Today I’ll show you how HR teams use Acrobat Studio to onboard and train new employees more efficiently. Let’s start by preparing a package for onboarding new employees. I can add just about any document format, up to 100 files, so nothing critical gets left out. I’ll add our employee handbook, onboarding checklists, explanation of benefits, transcripts from training sessions, and goal-setting instructions. I can include files from my computer or our organization’s OneDrive or Google Drive. Here’s one of our web pages about paid time off. No problem, I can include web links in my PDF space. As soon as documents are added, Acrobat AI Assistant instantly gives me a summary of key details, along with suggested next steps that include these insights. Because the Assistant is grounded in the documents in this PDF space, every response is accurate and includes clickable citations back to the source. This makes it easy to verify information and ensures the team stays compliant. This can be helpful to focus on what new employees need to know first. From here, teams can use AI Assistant to answer common, new hire questions. Or create a custom Assistant tailored specifically to onboarding. I can select from a list of pre-built AI Assistants, analyst, entertainer, or instructor, how it will look at the source content. Or I can create my own AI Assistant tailored to help me, just like an actual onboarding Assistant that can answer common questions a new employee might have during orientation. When I select Save and Apply, AI Assistant again analyzes all the information in the source materials, looking at that information from the viewpoint of my Assistant, and then provides an updated summary and new insights aligned to that Assistant. Depending on my audience, I can direct the conversation. What are the top 10 most important issues to discuss with new hires? I’ll save this as a note. The team can reuse it for talking points, training summaries, or orientation content for future employees. Adding comments is simple. I’ll just select the footnote or citation to find it in the curated documents and then using the built-in commenting tools here, Sticky No, Highlighter, or Drawing tool, to add my feedback. I can use AI Assistant to summarize this PDF space into a dynamic podcast-style audio summary to get insights and make it easy for anyone to listen to it while they’re on the train, at the gym, or on the go. AI Assistant delivers a two-way, two-voice conversational synopsis of the content. Employees can start by listening to the podcasts to get an overview of the onboarding content. Hey, good to have you here for this episode. Today, we’re diving into what it’s like to work at Bodea, a company that really blends performance, culture, and well-being in a pretty thoughtful way. Yeah, it’s a great chance to unpack how Bodea supports its employees, from setting meaningful goals to offering comprehensive benefits and practical resources. AI Assistant is available wherever you access Acrobat. On your computer, on your phone, in your favorite browser, and in apps like Microsoft Teams and Google Drive.

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Acquiring the right talent in today’s competitive environment is critical. In this example, the interview team and hiring manager are reviewing the feedback forms from three candidates. This PDF space includes the candidate resumes, the job description, our organization’s interview guide, and feedback from each of the interviewers. Leveraging role-based access keeps everyone working in the same PDF space with shared context and controlled access, so updates and comments stay aligned. You can control who can view, comment, or contribute, adding files and notes, keeping everyone aligned without long email threads or version confusion. I can securely share this PDF space leveraging role-based access in Acrobat Studio. I can assign contributor, reviewer, or read-only roles to control how teammates engage with specific content and keep collaboration focused. I’ll add in the interview team and assign them the contributor role. Everyone I share with can see, access, and comment on the documents included, review notes and add their own, listen to the podcasts, and have access to the specialized AI assistant to ask their own questions. Let’s see the experience of my team member, Gloria. She receives an email with the invite and sees the same PDF space as the rest of the team. She can leave comments directly on documents so no conversations fall through the cracks. She also adds a new file, an architecture case study from Juliana that she received to augment the materials. And she can also chat with the PDF space, leveraging the customized AI assistant to keep the conversations focused. And save that as a note for the rest of the team to see. Back to my computer. I can see the comment Gloria added, plus more from the rest of the team.

I can see a comment here from our HR partner, Tony.

Leveraging a PDF space for this project ensures all collaboration is in one place. No endless email threads or version control nightmares. And there’s no loss of context or control. Sharing includes who can access the PDF space and what can they do with it. Access types include a public link, only users in your organization, and specific people.

There are three role-based options. View Only, Reviewer, and Contributor. You can change options at any time and include different roles in the same PDF space. For example, the onboarding PDF space created earlier has been shared with everyone in my organization as a view only and the HR team members as collaborators.

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In this example, the team has been tasked with updating our Family and Medical Leave policies and information to share as a presentation with employees. I have been asked to confirm that all of our materials conform to the latest information at the federal level as well as at the state level. Some of our documentation pertains to all employees, but each state has its own guidelines. This PDF space contains all the information needed, our current benefit information, employee handbook, a new memo from our legal team, and updated federal and state guidelines which were downloaded from the internet. Notes and comments added by team members and a customized AI assistant was applied to focus on the task at hand. Using Generate Presentation, our HR team can quickly turn this content into a compelling narrative and a polished, on-brand, executive presentation without switching to another application or starting from scratch. Let’s start with a prompt to let an AI assistant know our goal. Create a clear, employee-friendly presentation of our updated Leave of Absence policy. Cover what’s changed, who’s eligible, how much time is allowed, what documentation is required, and how to request leave. I have options to fine-tune the settings from adjusting the length of the presentation to selecting a target audience, which is customizable, employee relations and employees, and the level of detail. Here’s where I select a template, designed in Adobe Express, to ensure I’m using my organization’s logos, colors, and fonts to follow our brand guideline. A smart outline is then generated, which can be reviewed and edited before creating the full presentation. Slides can be reordered, text can be adjusted, or the prompt can be refined to better match the objective. Acrobat Studio, powered by Adobe Express, then generates a new presentation in the selected template, which I can see and edit. These slides look great! The key information is included, along with the structured flow, and visuals were selected to match the content and audience. What normally requires hours of manual slide creation, content writing, and asset searching is now completed in minutes. Using Rewrite, I can simplify language, adjust tone, or clarify instructions. This is especially useful when creating different versions of the presentation for different audiences. If I need more slides, just add a new page, add an outline, and AI Assistant generates the slide for me. I share the presentation with colleagues, who can co-edit at the same time.

Our HR team can also update visuals to ensure the presentation feels welcoming, clear, and aligned with the organization’s branding. Let’s change this image. I’ll select Replace, and instead of looking around the internet for an image, I can choose from over 280 million commercially safe assets, photos, videos, and more for my presentation. I can use these recommended topics or search for what I need. I also have access to my brand kit, so I’ll look in those graphics to see if there’s one that works here. Our team is perfect. Now that this presentation is finalized, I’ll download it as an accessible PDF or present it directly from here during enablement sessions. I’ll ask AI Assistant to protect this PDF. I enter my password, and selecting the lock allows me to see that unless you have the password, you cannot edit this update. Before I wrap up, I want to show you that your organization can create a set of templates in Adobe Express to match your brand, your logo, your colors, your fonts. For example, I have a set of brand templates created here for Bodea, so a non-creative like me can spend less time formatting and more time on what matters.