Documents Tab

  • Actualizado en Jun 27, 2025
  • Publicado el Apr 29, 2025
  • 4 minuto(s) leído(s)
  • Holly Jackson
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HR Survey / Employee Audits: 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 Documents Tab provides Survey Leaders and Compliance Teams with the ability to manage and review the employee documents associated with the survey. This screen will also be used during the audit to review the employee documents with the Auditor/Surveyor.

Description

Purpose

Allows the Survey Leader to access survey-related documents for employee review sessions with the Auditor/Surveyor.

Key Functionality

  • View: Ability to view the document in the VisualVault document viewer.

  • Add documents: Ability to add a document to the survey by clicking the “Include Docs” button or “Upload Docs” button.

  • Remove Documents: Ability to remove documents from the survey.

  • View all Documents: Ability to view all documents.

  • Requested Doc Type: Select requested doc type from dropdownlist to associate to the record.

  • How Documents Are Matched

    • The system looks for keywords in document names to match them with the requested type.

    • Example: A file named “2024 Training/Culture of Safety Sept” will match a requested doc type of "Safety".

    • Matching happens only when you click Save, not automatically.

      • Note: Even if only part of the list is displayed (e.g., 10 out of 100 items), the system will match documents using the full list in the background, not just what’s visible.

Note

Ensure all necessary documents are present and properly labeled for each employee before review.

Quickstart Guides

Documents Tab

 

Include Documents

 

Upload Documents

 

Document Viewer

 

Walkthrough

View the Documents tab

  1. As Compliance Team, open the "Documents" tab. This starts with "No Items Found."

Include Docs

  1. To relate documents to the survey, 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"

Remove Documents

  1. To remove documents, click checkboxes to select records from the list.

  1. Click "Remove Docs". This action updates the document's status to “Not Included” but does not delete the file from the Document Library.

  1. View Success message and click "OK"

Search the list

  1. Click the "Search..." field.

  1. Type "test" and press [[enter.]] View search results for the keyword "test" across all columns.

    Filter the documents listed in the table using the filter drop-down lists "Filter by Employee," "Filter by Definite," and "Filter by Requested Doc."

Filter the list

  1. For "Filter by Employee", select an employee.

  1. For "Filter by Definite", click "Yes" or "No"

  1. For "Filter by Related Docs", select a Doc Type.

Match the Requested Docs

  1. Click the dropdown list.

  1. Click "APPLICATION"

  1. View the Success message and click "OK"

  1. Click "delete" to remove Requested Doc Type selection.

  1. View the Success message and click "OK"

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"

Document Cleanup

  1. Click the View link.

  1. Edit the "Document Type" field.

    Tip!

    Remove irrelevant pages from a document using the options within "Save as Copy"

  1. Click "Save as Copy"

  1. Type in the "Pages to Remove" field.

  1. Click "Save as Copy"

  1. Click "OK"

  1. Find the copy in the Documents list.

User Groups and Permissions

Area / Function

Survey Leaders

Survey Coordinators

Compliance Team

Auditor/Surveyor

VaultAccess

Documents Tab

✅ Editor

🚫 No access

✅ Editor

🚫 No access

✅ Owner

Document Viewer

✅ Editor

🚫 No access

✅ Editor

🚫 No access

✅ Owner

Role Responsibilities

Reference the responsibility assignment matrix:

Action

Survey Leader

Survey Coordinator

Compliance Team

Auditor/Surveyor

View documents included in the survey

R, A

I

R

I

Add documents to the survey (via Add Docs)

R, A

I

R

I

Remove documents from the survey

R, A

I

R

I

Search for documents by type or employee

R

I

R

I

View all documents

R

I

R

I

Assist Auditor/Surveyor during document review

A

I

R

R

Key:

R = Responsible – Performs the task or action

A = Accountable – Owns the outcome and decision

C = Consulted - Provides input or expertise before work is performed

I = Informed – Kept in the loop, but not performing the work

FAQ

What should I do if I accidentally add the wrong document?

Simply locate the document in the list and click “Remove Docs.” This removes it from the survey without affecting the original file in the system.

Can I delete a document from the system using the Documents Tab?

No. When you remove a document in the Documents Tab, you are excluding it from the current survey, not deleting it from the system. The document status is simply changed to “Not Included.”

Can I change the document type or status here?

No, you cannot change the document type or status from the Documents tab. To change the document type, open the Document Viewer. The Document Viewer can be launched from the Documents Tab.

Is the Auditor/Surveyor allowed to access the Documents Tab?

No. The Auditor/Surveyor does not have direct access. Instead, they sit with a Survey Leader or Compliance Team member to review documents during the audit session.

Can Survey Coordinators manage documents in this tab?

No. Survey Coordinators do not interact with the Documents Tab. Their role is limited to selecting employees via the Coordinator Screen.

Who has access to the Documents Tab?

Only Survey Leaders and Compliance Team members have direct access to the Documents Tab. The Survey Coordinators and the Auditor/Surveyor do not have access.

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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