Automated organizational management and hyperautomation of employee workflows

Managing an organization spread across 23 countries and 6,000 employees requires more than just an HR tool. For Novares, the challenge was to move from a fragmented model to a structured, unified, and compliant organizational management system in an international group. With ROK Solution, the company was able to orchestrate roles, workflows, and data repositories through a no-code approach connected to the HRIS.

The first step was to map and centralize internal structures using a dynamic organizational chart—a living, modular system capable of reflecting changes in assignments, responsibilities, reporting lines, and decision-making scopes in real time. This visual foundation has become the single point of reference for HR, IT, and operational teams.

As part of this new structure, access management was completely reimagined. By leveraging a dynamic IAM system connected to the HRIS, Novares automated access rights provisioning, real-time updates, and deactivation in the event of mobility or departure.

Each employee is now linked to a role, which in turn is tied to a set of permissions managed automatically. This ensures compliant, traceable, and context-aware access governance aligned with the company’s actual organization. Manual intervention is no longer necessary—HR data directly feeds IT authorizations.

This HRIS–IAM interconnection also streamlines the management of internal mobility and acquisitions, ensuring continuous access and strengthened security without interruption.

ROK enabled Novares’ HR teams to create automated employee workflows through a no-code interface, without relying on the IT department. Onboarding, offboarding, role changes, reporting line updates, or role validations—everything can be configured, triggered, and tracked seamlessly, in full compliance with internal policies.

In addition, an AI-assisted layer (generative AI) simplifies workflow configuration. It can automatically suggest role templates or recommend access adjustments based on observed usage patterns, thereby enhancing organizational agility.

This HR hyperautomation delivers three key benefits:

• faster processing times
• elimination of human errors
• improved employee experience

As a result, HR teams can adapt their processes based on field needs while maintaining strong governance and ongoing compliance.

The success of this transformation also relies on the ability to ensure complete traceability of access rights and roles. With ROK, every change in position, entity, or assignment automatically triggers an update of access permissions and feeds into comprehensive audit logs.

This governance framework enables Novares to meet regulatory requirements, particularly in terms of GDPR compliance and access audits, while also strengthening its security posture.

Teams can generate compliance reports at any time, identify discrepancies between declared and actual organizational structures, and manage critical access from a single interface.

Another key benefit of this transformation is the standardization of HR processes across the group. ROK enables the definition of unified business rules while taking into account the local specificities of each country, entity, or subsidiary.
This hybrid approach—combining a common framework with operational flexibility—simplifies access management, ensures compliance, and streamlines HR coordination even in decentralized environments.

The platform has also been integrated with Novares’ existing business tools and systems, ensuring seamless interoperability. Whether it’s the ERP, HRIS, or internal directories, ROK connects with them transparently to synchronize data and avoid re-entry or data silos.
This system integration ensures consistent access rights and reliable information across the entire HR–IT chain.

In a context of rapid external growth, Novares needed to integrate new entities quickly while maintaining a secure framework.

Thanks to ROK, each acquisition benefits from seamless integration into the target organization:

• assignment to the correct roles
• native access provisioning
• alignment with group workflows
• repository synchronization

The company gains multi-site agility without compromising on security or clarity of responsibilities

he project carried out with Novares perfectly illustrates the impact of automated organizational management in an international group, combining dynamic IAM, smart organizational charts, no-code HR workflows, and generative AI.

This foundational transformation improved security, compliance, and the efficiency of all employee-related processes in a fast-growing, multi-site environment.

It reflects a broader trend driven by digital orchestration solutions: empowering large organizations to manage their HR and IT governance smoothly, securely, and without writing a single line of code.

To explore more real-world business transformation examples, visit our customer success stories page.