SharePoint Specialist (m/f/d)

xRM1 Business Solutions; Würzburg; On-site; EUR 60,000 - 80,000; Full time

Job summary

xRM1 Business Solutions is looking to enhance HR document processes by designing a Digital Personnel File with structured content and metadata. You will integrate Dynamics with SharePoint for automatic employee storage areas and apply AI-assisted improvements to policies and user interactions.

The role includes building workflows, retention, access control, and continuous feature development for a scalable, worldwide HR module.

Responsibilities

• Analyze which HR document processes are needed by HR professionals (employment contracts, references, certificates, applications).
• Design the structure of the Digital Personnel File with ready-made content types and mandatory metadata for targeted searches and automation.
• Configure the Dynamics-SharePoint integration so a document storage location is created for each employee record; HR works from the HR interface.
• Implement statutory retention using Microsoft Purview retention templates and event-based retention; deletion happens after retention ends.
• Build workflows with Power Automate for approvals, automatic filing of generated contracts, reminders for expiring certificates, and versioning from the outset.
• Create a clean permissions model combining Dynamics security roles with SharePoint permissions and test with real-world scenarios and customer feedback.
• Continue to add features such as a self-service portal, direct customer communication, and general solutions based on specific requests for worldwide use.
• Leverage AI daily to work faster and better; integrate AI into the module, e.g., Copilot using SharePoint as a grounding source for policy-based questions.

Job description

Job details - this is how we work

• First, you'll work with Product Management and our HR Best Practice Consultants to analyze which document processes HR professionals actually need - from employment contracts and references/certificates to application documents.
• You'll then design the structure of the Digital Personnel File: ready-made content types such as "Employment Contract" or "Certificate", with mandatory metadata that enables targeted searches and automation.
• You'll configure the native Dynamics-SharePoint integration so that a document storage location is automatically created for each employee record. HR employees will work directly from the HR interface without having to consciously use SharePoint.
• Using Microsoft Purview retention templates and event-based retention, you'll implement statutory retention periods. An employee leaving the company in HR for Dynamics starts the retention clock; once the period expires, documents are deleted on time and in a verifiable manner. Particularly sensitive documents, such as salary records, are protected using Sensitivity Labels.
• You'll build workflows with Power Automate - document approvals with approval loops, automatic filing of generated contracts, reminders when certificates are about to expire - and you'll consider versioning with major and minor versions from the outset.
• You'll develop a clean permissions concept that combines Dynamics security roles with SharePoint permissions, and you'll repeatedly test the module using real-world scenarios and feedback from Customer Success and Consulting.
• Your work doesn't end with the first release. You'll continuously add further features, such as the self-service portal, communicate directly with customers, and turn individual customer requests into general solutions that benefit all customers worldwide.
• AI will be your daily companion - in both directions. You'll use AI tools to work faster and better, while also bringing AI into our module. For example, Copilot could use SharePoint as a grounding source to answer employee questions such as "How many vacation days am I entitled to?" directly from company policies.
• And that's what makes the whole thing complete.