Overview
Version 2.2 of the Employee Records Management (ERM) application delivers a broad set of enhancements focused on document management, role-based access control, and system configuration. This release completes the Roles & Permissions rollout with full resource-level configuration and runtime enforcement, adds new Retention Manager Lite and Exception File Review features, adds document history tracking, introduces new audit and retention controls, and resolves bugs discovered during early testing.
New Features
ERM-1636, ERM-1637, ERM-1638 - Document History
Users can now view the full activity history for any document in the system. Document history is accessible from two places: the Documents tab on an Employee record or Audit, and the Document Viewer itself. The history modal shows every action taken on a document (uploads, replacements, and access events) giving HR staff and auditors a clear, timestamped record of what happened and when.
ERM-1639 - "See History" Permission on Document Types
Administrators now have fine-grained control over who can view document history. A new "See History" permission can be configured per document type, so organizations can restrict history access to specific roles based on document sensitivity. The permission can also be applied to the built-in "All Document Types" row to grant or restrict access across the board.
ERM-1630 - Audit Types Management
Audit Types can now be created, edited, and deleted directly from Settings. A new dedicated list page shows all configured audit types, and a configuration modal supports full CRUD management including integrations. This replaces a previous workflow that required manual setup and gives administrators direct control over audit categorization.
ERM-1631 - Audit Access Toggle — Per Customer
System administrators can now enable or disable the Audit module on a per-customer basis from the Customer record. When audit access is disabled for a customer, audit-related features are suppressed for that customer's users, allowing organizations to roll out audit functionality incrementally.
ERM-1720 - Document Types — Defaults
New ERM installations now include a set of pre-configured default document types, reducing the time required to get a new customer environment up and running. The defaults reflect common HR document categories and can be customized or extended as needed.
ERM-1850 - SSO Logout
ERM now supports SSO-aware logout. When a user signs out of ERM, the logout is properly coordinated with the connected identity provider, ensuring users are fully signed out across both ERM and the broader VisualVault platform session.
ERM-1909, ERM-1910 - Retention Manager Lite
Administrators can now configure document retention policies within ERM, giving organizations control over how long employee documents are retained in the system. This release delivers the full retention lifecycle: scheduled retention/purge maintenance tasks, a new Document Destruction Approval page for reviewing and approving pending deletions, and per-type run history. This supports compliance with record-keeping policies and reduces the administrative burden of manually managing document lifecycles.
ERM-1422, ERM-1427, ERM-1469, ERM-1470, ERM-1471, ERM-1472, ERM-1474, ERM-1475, ERM-1611, ERM-1614, ERM-1615, ERM-1616, ERM-1617, ERM-1618, ERM-1620, ERM-1694, ERM-1695, ERM-1696 - Roles & Permissions — Full Resource Configuration & Enforcement
This release completes the Roles & Permissions system: user-created roles can now be deleted (with system roles protected from removal); the new Permissions Test tab lets administrators select any user and see their complete effective permissions across every resource; and the Resource Permissions grid is fully wired for Survey Record, Survey Employees, Survey Documents, Missing Documents, Employee Documents, and Roles Management. Runtime enforcement now backs every one of these resources, so permission settings are respected across the Audit Dashboard, Survey Documents, Missing Documents, Employee Search, Employee Documents, and Roles Management areas. Newly created roles now default to all permissions off, requiring explicit enablement, and the legacy Coordinator Screen role and its permissions have been removed. Users whose role has the dashboard menu item disabled are now redirected to the first menu item they do have access to, instead of a blank or inaccessible home page.
ERM-1684, ERM-1921, ERM-1922, ERM-1923, ERM-1924 - Exception File Review
A new Exception File Review page gives HR staff a dedicated workflow for resolving documents that were imported without a matching Employee Number or Document Type. The page lists Exceptions and Corrected documents, supports inline editing of Employee Number (with a searchable Employee Master picker) and Document Type, and requires an explicit Save Changes action rather than auto-saving. Once both fields are populated and saved, the document is automatically moved into the employee's folder (or subfolder, if configured); a Retry Move option and a batch "Associate with Employee" action are available for any documents that fail to move automatically. A Document View action lets reviewers open the underlying document without leaving the page.
ERM-1835 - Employee Search: Field Mapping Configuration
The employee search field mapping configuration in Settings now uses a dropdown selector for choosing which fields to search against. This replaces a previous free-text input, making the configuration more reliable and reducing the risk of mapping errors during customer setup.
ERM-1685 - Sync Status Indicators
Sync status information is now surfaced across employee-facing screens. On the Employee Search page, a status indicator shows the current sync state alongside a "Last Updated" timestamp. On Employee Detail pages, sync status is displayed via the existing banner component. These indicators help administrators quickly identify when records were last updated from the HR data source.
ERM-1713 - Customer Record: System Admins Tab
The Customer record now includes a System Admins tab, where administrators can manage which users hold Customer-level or Global system administrator status. This provides a single, centralized place to review and configure administrator assignments per customer.
ERM-1717 - Customer Index Fields: Add Custom Fields
Administrators can now add optional custom index fields to a customer configuration directly from the application. Previously this required developer intervention. Custom index fields allow organizations to capture customer-specific metadata alongside standard employee data, and the fields are available for filtering and display across the product.
ERM-1506 - Persistent Navigation Shell
Navigating between modules using the left menu no longer triggers a full page reload. The left menu and header now behave as persistent layout components and remain static while only the main content area updates, eliminating the reload flicker and giving navigation a noticeably smoother feel.
Improvements
ERM-1567, ERM-1570 - Customer Record: Simplified Configuration Structure
The Customer record has been reorganized to focus on connection and identity settings. Configuration items that belong in the application-wide Settings area have been moved there. In particular, the Missing Documents configuration (previously on the Customer record's Audit tab) now lives under Settings > Configuration. The Customer record now shows the General, Index Fields, and Document Library tabs.
ERM-1664, ERM-1660 - Documents: Standard Subfolder Filter
The subfolder filter on the Documents tab now uses a consistent dropdown control, matching the standard ERM filtering experience across the product. All references to "sections" have also been updated throughout the product to use the correct term: "subfolders."
ERM-1802, ERM-1803, ERM-1804, ERM-1805, ERM-1806, ERM-1807, ERM-1808 - Upload Documents Modal: Batch Upload Enhancements
The Upload Documents modal has been significantly improved. Users can now set global defaults for Employee, Subfolder, and Document Type that apply to an entire batch, with the option to override those defaults on a per-file basis. Validation now correctly prevents submission when required fields are missing, success messaging accurately reflects the number of documents uploaded, and server-side MIME type validation now prevents disallowed file types from being uploaded even when a file's extension has been renamed.
ERM-1583 - Document Uploads: File Size Enforcement
Document uploads now enforce a maximum file size limit, validated both when a file is selected and again on the server when the upload is submitted. Files that exceed the limit are rejected immediately with a clear error message. The limit applies across all upload contexts: Employee Detail, Survey, and Audit.
ERM-1522 - Document Types List: Display Improvements
The Document Types settings list has been updated with several improvements: column headers now align correctly with data rows, the "All Document Types" system row is now pinned to the top regardless of sort order or active search filters, the Usage count column now correctly shows how many audits are using each document type, and the search clear button has been updated to match the product's standard controls.
ERM-1700 - Customer Setup: Fewer Required Fields
Creating a new customer record now requires fewer mandatory fields, streamlining the onboarding process for implementers.
ERM-1898, ERM-1949 - Roles & Permissions: Sync Users Modal Improvements
The Sync Users modal in Roles and Permissions > Users now includes helpful guidance text, and the button previously labeled "Add Users" has been renamed to "Sync Users" to more accurately describe the action being performed.
ERM-1880 - Employee Access: Departmental Access Toggle Saves Immediately
Changes to the Departmental Access toggle on the Employee Access tab now save immediately on click, rather than requiring a separate save action.
ERM-1708 - Employee Access Tab: Updated Departmental Access Description
The description text for the Departmental Access toggle now accurately reflects that managers see employee records for departments the manager is assigned to, rather than departments derived from the employee's own record.
ERM-1946 - Login Page: Version Display
The ERM login page now displays the current product version number, making it easy to confirm which version of ERM is running when coordinating with support or comparing environments.
ERM-1603 - Audit Pages: Back/Cancel Button
Audit Details and adjacent Audit-scoped pages now include a Back/Cancel control, so users who don't want to make changes can exit without relying on breadcrumbs.
ERM-1697 - Settings > Configuration > Fields: Minimum One Field Enforcement
The system now prevents the last remaining field in Settings > Configuration > Fields from being deleted, ensuring at least one field is always retained. The delete control is disabled or hidden when only one field remains.
ERM-1676 - Document Type Standardization
Document type handling has been standardized across the application, completing the Doc Type Standardization effort begun in the 2.1 release.
ERM-1904 - Upload Document Modal: Authorized Document Types Only
The Document Type dropdown in the Upload Document modal now only displays document types the current user is authorized to use, preventing the confusing scenario where a document uploads successfully but never appears in the grid because the user lacked permission to view its type.
Bug Fixes
Roles and Permissions
Non-administrator users could add and remove employees from Audits. Access is now correctly restricted. ERM-1817
Users with View-only document permissions could upload and remove documents. Document upload and removal actions are now properly gated on Create and Delete permissions. ERM-1818
Non-HR Admin users could upload and add documents on the Internal Audit tab. Access to this area is now correctly restricted. ERM-1819
Button labels were trimmed in the Internal Audit tab for users with Edit permission. ERM-1820
Users assigned the "View Employee" permission were unable to access employee records. This has been corrected. ERM-1821
The Departments section was accessible to users whose View permission for that resource was unchecked. Users could also create, edit, and delete departments without the appropriate permissions. Both issues are resolved. ERM-1822, ERM-1824
Users with Permissions Test and Employee Access enabled were unable to view the corresponding sections. This is now fixed. ERM-1823
The Settings > Configuration page was accessible to users whose access to that resource was disabled in Resource Permissions. Access is now correctly enforced. ERM-1879
Audit Types action buttons were displayed to Supervisor-role users even when Audit Types access was disabled in Module Access. ERM-1881
The Manage Permissions modal displayed more roles than exist in the site. The list now reflects only the roles configured for the current customer. ERM-1882
The Delete button was visible on the Documents page for users who did not have a Delete permission option in Resource Permissions. ERM-1883
Roles and Permissions changes made in one customer site were incorrectly affecting another customer site (cross-tenant data leakage). This critical issue has been resolved — permissions are now fully isolated per customer. ERM-1906
System Roles could be deleted from the Resource Permissions screen. System Roles are now protected and cannot be removed. ERM-1912
The "Edit document index fields" permission has been removed from Roles and Permissions, as it does not apply to ERM. ERM-1878
The Duplicate button on a selected role produced no response. Duplicating a role now works as expected. ERM-1915
"Auto-matched from employee record" text overlapped the search box in the Manage Roles modal. ERM-1916
The Create New Role, Duplicate, and Delete buttons disappeared from the Roles tab after canceling the Duplicate Role modal and navigating away and back. ERM-1917
The Employee Documents row on the Resource Permissions tab incorrectly exposed View/Delete/Upload checkboxes; document-level access is governed entirely by Document Types configuration. The row now shows a contextual link or explanatory message instead. ERM-1918
Creating or renaming a role with a name already in use showed a generic "Something went wrong!" error instead of a clear validation message. ERM-1920
The Audits section of Resource Permissions still displayed outdated Survey terminology (e.g. "Survey Employees"). Labels now consistently use Audit terminology. ERM-1945
Permissions Test displayed permissions that did not match the selected user's actual assigned role. ERM-1947
Selecting a different employee to mirror permissions from in the Access Exception modal was not being persisted after save. ERM-1951
Field labels on the Employee Detail page still read "Supervisor" in places that should use "Manager" terminology for consistency with Direct Report Visibility. ERM-1955
Managers could not access the Documents tab when viewing an employee record and were redirected back to Employee Detail instead. ERM-1956
Grids and Pagination
Changing the Rows per page selection did not limit the number of rows displayed; grids continued to show up to 500 rows regardless of the selected value. Pagination and displayed row counts are now consistent across all screens. ERM-1578
Document Types
Editing a Document Type value did not persist when saved. Changes now save correctly. ERM-1663
The Document Types grid name column was misaligned for users with View-only access. ERM-1862
Users without the Document Types View permission received an incorrect error message when navigating to that area. ERM-1863
Document History
The Document History modal was not displaying any document activity. History records now load and display correctly. ERM-1865
Assigning a document from Document Exceptions was not recorded in the document's See History log. Assignments made through the exception workflow now generate a history entry. ERM-1932
The technical action value "IndexFieldsChanged" was shown in See History instead of a user-friendly label. It now displays consistently as "Manual Update" across Employee Documents, Exception File Review, and the Document Viewer. ERM-1944
Document Upload and Viewer
Downloading a document returned a GUID as the filename instead of the actual document name. ERM-1914
Printing a document from the Document Viewer included viewer UI elements in the printout rather than the document alone. ERM-1911
Employee names and IDs were being truncated in the Upload Documents modal's employee selection dropdown. ERM-1813
The Upload Documents success notification was showing the wrong message text and was delivered as a pop-up dialog rather than the standard top banner. ERM-1806
Users could access restricted document types directly through the Document Viewer URL, bypassing the UI-level access restriction. Authorization is now enforced on direct access as well. ERM-1900
Users could access restricted pages (Audit Details, Employee Details, Customer Details) by navigating directly to their URLs, bypassing menu-level restrictions. Direct URL access is now authorized consistently with the navigation menu. ERM-1901
Audits
The Audit Type dropdown displayed a blank default option instead of the expected "-Select-" placeholder. ERM-1942
Applying the "Filter by Definite" filter in the Include Docs modal returned an empty grid while pagination and the "Showing X items" footer still indicated results existed. ERM-1919
Employee Search
Search criteria entered on the Employee Search page were not retained when navigating to an employee record and returning. ERM-1874
Pagination controls on the Employee Search page disappeared after the page was reloaded. ERM-1905
Navigation and Header
VisualVault native menu items — including Quick Search, Advanced Search, Saved Searches, and certain username menu items — were visible in the ERM header despite not being applicable in ERM. ERM-1875
Navigating between menu items in ERM was incorrectly displaying the records count and Sign Out banner from a different context. ERM-1872
Buttons did not scale correctly on 13-inch screens at 100% resolution; the previous workaround required hiding the left menu or zooming out. ERM-1661
The Sign Out button at the bottom of the left navigation menu was partially cut off on 13-inch screens. ERM-1948
Customer Settings
Editing Customer Settings across the General, Audit, and Employee Search tabs in a single session caused errors on save. ERM-1555
The Customer tables creation modal displayed an alarming system error message when the feature is not yet available. ERM-1505
A customer access flow issue that could result in incorrect navigation behavior has been resolved. ERM-1666
Maintenance Desk
The Edit Maintenance Task modal was missing spacing and margins around section titles, field groups, and descriptive text. ERM-1952
Import Log
The Import Log Viewer modal did not display pagination controls, making it difficult to navigate through large log sets. ERM-1913