Employee Search

Employee Search

Overview

VisualVault’s Employee Search is a secure interface that allows users to search for employees by name or ID. Integrated with Okta for automated access control, search results are limited to a user’s direct and second-level reports based on access permissions.

Objective

Employee Search enhances user efficiency by displaying employee details and documents side by side, with tools to view, download, and print documents. Admins can impersonate users for permission testing, troubleshooting, and audits.

Description

Key Functionality

• Search for employees by first name, last name, or employee ID.

  • Search results are limited to displaying only the user's direct and second-level reports, with access permissions determined by security group assignments.

  • Your organization will establish Okta access via the group “Okta-Workflow List of Managers”, enabling automated processes to manage the members of this group, including their direct reports and second-level reports.

• Proxy View (Admin only)

  • Administrators can view the limited set of information visible to a specific supervisor by acting as a proxy.

  • This is only available to Admins for permission testing, troubleshooting, and audits.

• View the Employees list from the search results (left panel)

  • List includes lived first name, lived last name, employee number, employment status, and level.

• View the Document list for a selected employee (right panel)

  • List includes View link to Document Viewer, Section, Doc Type, File Name, Modified, and Path

• Open the Document Viewer to view, download, and print documents

  • Opens document from the path it is saved in the Document Library

    • Resizable viewer panes

    • Scroll, zoom, rotate, jump to page

Quickstart

Walkthrough

1. As a user, log in to VisualVault with SSO.

Search employees

1. As a user, enter FirstName / LastName / Employee # in the text field, and click Search.

   

2. To filter and sort the search results, click in table header, add criteria, and click Filter.

   1. 

3. Select an employee from the search results list (left panel) to display that employee’s document list (right panel).

   

4. In the right panel, click View to open a document displayed in the document list.

   

5. Open Document Viewer to view, download, and print documents.

   

Proxy View (Admin only)

1. Administrators can view the limited set of information visible to a specific supervisor by acting as a proxy. In the UserId field, enter the Supervisor’s UserId whose view you want to proxy.

   

2. The system will reload to display only the records that the selected supervisor has access to.

   

3. Investigate the total number of Items, to determine the count displayed for the supervisor/manager. Use this count to validate user permission constraints. Review the list of named employees, ensuring the user has access exclusively to records of employees reporting to them.

   Incomplete access due to missing security Group assignment

   If an employee folder does not have a User Group assigned, then the user may not see all the documents or information they are authorized to access. To ensure complete visibility and proper access, troubleshoot to verify that the folder is assigned to the correct User Group.

User Groups and Permissions

Need help? Please contact your organization’s Administrator, for troubleshooting. If the issue remains unresolved, VisualVault Support is available to assist.