Digitalizing Employee Profiles – Link Instead of PDF

Today, sharing information via links is common practice—whether in Google Docs or mobile apps, it’s often the preferred or even the only way to share content. However, when it comes to employee profiles, PDFs or Word documents are still frequently used.

Why is that, and what advantages does sharing profiles as a link offer?Why is that, and what advantages does sharing profiles as a link offer?

Status Quo: Sharing Employee Profiles via PDF/Word

Traditional reasons for sending profiles as PDF or Word documents often include:

• Offline Access: The recipient can view the profile even without an internet connection, provided they have saved it beforehand.
• Familiarity: Recipients are accustomed to receiving profiles as PDFs or Word documents.
• Printability: The recipient can print the profile and share it in physical form.

Upon closer inspection, however, these reasons are often no longer as relevant as they used to be. With near-universal internet access via smartphones, connectivity is rarely an issue. Similarly, sharing and consuming links has become second nature for most people. If a recipient does need to print the profile, this option is also available when sharing via a link.

Advantages of Sharing Employee Profiles via Links

Sharing profiles as a link offers numerous advantages compared to sending them as PDF or Word documents:

Always Up-to-Date

If changes need to be made after sending, updates can be applied – the link remains unchanged, and the recipient always sees the most current version.

Improved Delivery Rate

E-mails with attachments are often flagged as potential malware or spam. Links, on the other hand, are usually delivered without any problems.

Enhanced Interactivity

Links allow for interactive content, enabling recipients to toggle information on or off. This ensures that even detailed profiles remain clear and uncluttered.

Accessibility Across Devices

Profiles shared via links can be accessed on any device—smartphones, laptops, desktops, or tablets—and with accessibility tools like screen readers or VoiceOver.

Trackable Engagement

Links can be tracked to see if they’ve been clicked. This gives you insight into whether the recipient has viewed the profile.

Better Data Privacy

• Link sharing offers multiple privacy advantages:

• Encryption: The profile is retrieved via an encrypted connection.
• Password Protection: A separate PIN is required to view the name and profile picture of the proposed employee.
• Expiration Date: Links can be set to expire automatically, ensuring compliance with data protection regulations without additional effort.

Conclusion

We believe that the advantages of sharing profiles via link clearly outweigh those of the traditional PDF or Word documents. Moreover, the reasons for sticking to the old methods are increasingly outdated.

What is your opinion? We look forward to your feedback! E-mail us at support@profilery.eu.