HFG’s first agentic workflow comes to life!

Since October, a multidisciplinary project team, including colleagues from Product, Engineering, Contract Management, and external agency Artefact, has been working intensively on developing our very first agentic workflow. The project is directly sponsored by the Global Board (Fred Gerritse, CBO, in collaboration with Thomas Jajeh, CPTO), underlining its strategic value and impact for our organisation.

After a successful proof-of-concept phase before the summer, we began building the production version in October. By the end of December, we will deliver the first workflow ready for use within our operations.

What does this agentic workflow do?

The workflow automates one of the most manual and error-prone steps in the contract management process: handling hiring requests received by email from clients. These requests often contain unstructured data, traditionally requiring extensive copy-paste work.

Our new workflow:

• Reads and interprets incoming emails from Hubspot containing hiring requests
• Automatically extracts the relevant information
• Transfers it in a structured format to Striive (with plans to extend to other VMS platforms)
• Initiates the contract file creation process after verification by the contract manager

What are the benefits?

• Less manual work: contract managers only need to check for quality
• Greater reliability: fewer chances for human error
• Faster turnaround times
• Scalable solution: lays the foundation for further automation and expansion across regions and departments in 2026

With this workflow, we take a significant first step towards a future where agentic technology makes our daily work faster, more consistent, and more efficient.

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