Product: Employee Records Management (ERM)
Version 2.1
Release Date: 2026-06-01
Deployment Type: Phased rollout (migration required for existing customers); full deployment for new customers.
We have completed a major update delivering significant improvements to performance, usability, and feature depth in the Employee Records Management (ERM) solution powered by VisualVault. This release introduces new capabilities designed to increase processing speed, update visual design for enhanced user experience, and expand the system’s offerings for Audits and Dashboard analytics.
Highlights at a Glance
New Features:
Roles and Permissions — An interface that gives administrators granular, resource-level control over what each role can see and do within a Modular Solution powered by VisualVault.
Employee Details and Documents — The Employee Details screen displays personal, employment, and organization information for a selected employee. The Employee Documents screen displays files associated with a selected employee.
Enhancements:
Transformed process for importing data into the Database
Document Library folder structure improvements
Document Type Standardization
Document Viewer metadata standardization.
New Features
Roles and Permissions
What it is:
Roles and Permissions is a new configuration interface, available in VisualVault’s Modular Solutions, that gives administrators complete control over what each user role can see and do at the individual resource level.
Why it matters:
This is one of our most requested features, and it's here. Until now, access control in the Modular Solution was limited to what VisualVault Core could offer: document and folder-level permissions. Roles and Permissions changes that by unlocking screen and feature-level access control that is unique to Employee Records Management (ERM). Administrators can now enforce the right level of access for every role, ensure users see only what they need to, and track every permission change through the audit log.
Who it impacts:
Administrators and implementers gain a powerful new tool for enforcing least-privilege access across their Modular Solution.
Quickstart Guide:
Log in using your authentication credentials.
Navigate to Settings in the left menu.
Open Roles and Permissions card.
Follow ERM | Settings end user guide to manage Roles and Permissions.
Employee Details and Documents
What it is:
The Employee Details and Documents feature introduces two new screens accessible within the Employees module of the ERM application. The Employee Details tab displays personal, employment, and organization information for a selected employee. The Employee Documents tab displays a list of files associated with that employee, which can be opened directly in the Document Viewer. Both tabs are accessible from the Employee record.
Why it matters:
Previously, users could view employee files from the Employee Search feature in a split window. In ERM v2.1, Employee Details and Employee Documents replace this experience with a cleaner, more direct path to employee information and documents. This eliminates the split window in favor of dedicated, focused screens.
Who it impacts:
This feature is available to all ERM users.
Quickstart Guide:
Log in to VisualVault with your credentials.
Open the ERM application (the application opens to the Employee Dashboard homepage).
Select Employees from the left navigation menu. All employees load by default.
Locate the employee in the search results.
Click Details in that employee's row to open the Employee Details tab, or click Documents to open the Employee Documents tab. The Employee record opens in the same window.
Enhancements
Transformed process for importing data into the Database
Previously, the Employee Master Form served as both the user interface and the mechanism for importing employee data into ERM. This approach coupled the UI layer directly to data ingestion, limiting flexibility and maintainability.
In ERM v2.1, the Employee Master Form has been sunset and replaced with a dedicated database table within the ERM application. The ERM app now serves as the user interface, while the database table serves as the structured storage layer. The database table is populated via SFTP integration, replacing the form-based import with an automated, structured data pipeline.
This change eliminates manual form dependency, standardizes how employee data enters the system, and establishes a more reliable foundation for downstream ERM processes.
Document Library folder structure improvements
The Document Library folder structure has been redesigned to improve organization and reduce the risk of document misclassification. Previously, folder management was handled by the HR Automation microservice, which created, modified, and moved folders in the Document Library. The folder structure separated employees into active and terminated designations and sorted records alphabetically by name. When an employee's status changed, their folder required reorganization which may introduce risk of misclassification or lost documents.
In ERM v2.1, the HR Automation microservice has been sunset. The folder structure no longer distinguishes between active and terminated employees, and records are now sorted by employee number rather than name. This results in a stable, consistent structure that does not require reorganization when employment status changes, making employee records easier to locate and maintain. Subfolders within individual employee records are still supported.
Document Type Standardization
Document Type handling has been standardized to improve consistency and usability across the application. Previously, Document Type was a free text field, allowing users to enter values manually. This introduced inconsistency in how document types were named and recorded, making filtering and reporting less reliable.
In v2.1, Document Type is now a dropdown field populated from a controlled list. Administrators can create and configure Document Types directly within ERM via a new Settings menu item. This ensures Document Types are defined once and applied consistently across all employee records.
Additionally, the Audit module now supports filtering documents by document type, allowing users to narrow results to documents relevant to a specific type during an audit. This reduces noise and improves the efficiency of the audit process.
Document Viewer metadata standardization
In ERM v2.1, the Document Viewer now displays standardized metadata for each document, addressing a gap in the previous version where metadata was not surfaced in the viewer.
This change was driven by both usability and compliance requirements. The following metadata fields are now displayed directly within the Document Viewer:
Section
Document Type
Document ID
File Name
Modified Date
Folder Path
Unnecessary metadata fields are filtered out to keep the viewer focused on information relevant to the document record.
References
Related Articles: Employee Records Management
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