Missing Documents Tab

  • Actualizado en Jun 27, 2025
  • Publicado el May 28, 2025
  • 3 minuto(s) leído(s)
  • Holly Jackson
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HR Survey / Employee Audits: Requested Missing Documents Tab

Overview

VisualVault’s HR Survey / Employee Audits optimize processes through a unified search screen that consolidates employee records, reduces search times, ensures accuracy, and includes role-based permissions for secure and efficient document management.

Objective

The  Requested MD aka “Missing Documents” tab is designed to facilitate the identification and reconciliation of required but unassigned documents. It enables users to:

  • Detect unmatched or missing documentation for each employee.

  • Manually review, match, and update the documentation status.

  • Perform a preliminary internal audit to ensure compliance ahead of external audits or surveys.

Functionally, this tab operates similarly to the Documents tab, but its focus is on pre-audit validation and internal document tracking.

Description

Key Functionality

  • Missing Requested Document: Shows the type of document expected.

  • Select Employee File: Dropdown list of employee files which are not matched to a requested document type.

  • Filter by Employee: Select one employee to review their Missing Documents.

  • Export List to Excel: Click the export button to download the Documents Audit results as a spreadsheet.

Quickstart Guide

Walkthrough

Match the Missing Documents

  1. Navigate to the "Missing Documents" tab. Each row in the list corresponds to an employee.

  1. Note the columns for each requested document: "APPLICATION," "RESUME," "LICENSE," "ONBOARDING DOCUMENTATION," "BLS"

  1. Open the dropdown list in each column to assign an included document.

  1. Select an included document from the dropdown list matching the associated column of requested missing documents.

  1. View the confirmation message and click "Yes"

  1. Click "OK"

    Tip! If a document was matched in error, then this can be resolved by the user.

Troubleshooting Matching Errors

  1. On the "Requested MD" tab, select a file from the dropdown list. For this example, an incorrect file was selected to match for "APPLICATION".

  1. View the confirmation message and click "Yes"

  1. Click "OK"

Filter by Employee and/or Definite

  1. Click "All Employees"

  1. Select one employee from the dropdown list.

  1. Click "Filter by Definite"

  1. Click "Yes" or "No"

Include Documents

  1. Click "Include Docs"

  1. In the "Include Documents" modal, enter search criteria in any field.

  1. Click "Search"

  1. Click the checkboxes to select records from the list.

  1. With the items selected, click "Include Docs"

  1. View the Success message and click "OK"

  1. Click "Close"

Upload Documents

  1. Click "Upload Docs"

  1. Click "Select an Employee"

  1. Select an employee from the dropdown list.

  1. Click "Select a Section"

  1. Click "ONBOARDING"

  1. Click "Select Documents" and choose a file from your local device.

    Note
    Accepted file types: PDF, JPG, PNG, DOCX, DOC
    File size limit: 100 GB per upload

  1. Type in the "Document Type" field.

  1. Click "Upload"

  1. View Success message and click "OK"

Refresh tab

  1. Click "Refresh"

Export list

  1. Click "Export List"

  1. Open the Excel file from the downloads folder on your local device.

User Groups and Permissions

Area / Function

Survey Leaders

Survey Coordinators

Compliance Team

Auditor/Surveyor

VaultAccess

Missing Documents Tab

✅ Editor

🚫 No access

✅ Editor

🚫 No access

✅ Owner

FAQ

What is the purpose of the Missing Documents tab?

The Missing Documents tab helps identify and reconcile required employee documents that have not been submitted or properly matched. It supports internal compliance audits and prepares your organization for external audits or surveys.

How is the Missing Documents tab different from the Documents tab?

While both tabs manage document tracking, the Missing Documents tab specifically highlights missing or unmatched documents to support pre-audit validation efforts.

How do I see which documents are missing for an employee?

Use the Filter by Employee option to select a specific employee. The system will display any requested documents that are currently unmatched or missing.

What does “Requested MD” mean?

This refers requested missing documents, required items that have not been matched to an employee.

Can I manually match documents that were previously unmatched?

Yes, the system allows manual review and status updates so you can match documents to the correct employee as needed.

Who can access the Missing Documents tab?

The Compliance Team and Survey Leaders can view or manage this tab.

Can I export the missing documents list?

Yes. Click the Export List to Excel button to download the audit results as a spreadsheet for offline review or reporting.

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

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