Details Tab

HR Survey / Employee Audits: Details 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 Details Tab allows the Survey Leader to manage and configure essential survey details. This is the first tab where Survey Leaders begin their survey process.

Tip!
Ensure all fields in the Details tab are reviewed and correct before proceeding to the next HR Survey / Employee Audits tab.

Description

Key Functionality

Auditor/Surveyor Names: Text field for the Auditor/Surveyor name(s).
Leader: Drop down list of leaders.
Start Date: Auto filled based on survey creation date.
End Date: Intially this field has no value. When Status is changed “closed” an end date value is set to that current date. Survey Leaders are enabled to modify the End Date only while it remains in Closed status.
Status: Ability to specify whether the survey is active or closed. Upon changing the status from active to closed, the End Date will populate with the date of the status change to complete. Upon changing the status from closed to active, the End Date will be removed.
Save: Ability to save the survey.
Share: Shares a read-only or editable link to the Coordinator Screen that can be sent to a Coordinator via email.
Description: Displays the unique description for the survey.
Documents Requested: A read-only numeric sum field, which counts documents included in the survey.
Documents Included: A read-only numeric sum field, which counts documents marked as “Definite”.
Document Types Requested: A standard list. Leaders have access to override the default value and edit the list.
Comments: A text field for general comments.

Quickstart Guide

Walkthrough

Create a New Survey

From the Survey List dashboard, click "New Survey"

Fill in the Details Tab

Fill in the "Survey Name"

Fill in the "Survey Description "
Note
"Start Date" is system populated when the new survey is created. "End Date" populates when the survey is set to "Closed" status. Each can be manually edited.

Open the dropdown list to select the Surveyors.

Select the auditors for this survey, from the dropdown list. Write in a new name for a single survey, if needed.

Open the dropdown list to select the "Leader Name".

Open the dropdown list to select the "Survey Type".

Fill in "Comments"

Save the Survey Details

Click "Save"

View the Success message. Click "OK" and you will return to the Survey List dashboard.

User Groups and Permissions

Area / Function	Survey Leaders	Survey Coordinators	Compliance Team	Auditor/Surveyor	VaultAccess
Details Tab	✅ Editor	🚫 No access	✅ Viewer	🚫 No access	✅ Owner
Survey Sharing (Email Link to Coordinator Screen)	✅ Editor	🚫 No access	🚫 No access	🚫 No access	✅ Owner
Survey Status Management (Active/Closed)	✅ Editor	🚫 No access	🚫 No access	🚫 No access	✅ Owner
Document Type Management (in Details Tab)	✅ Editor	🚫 No access	✅ Viewer	🚫 No access	✅ Owner

Role Responsibilities

Reference the responsibility assignment matrix:

Action	Survey Leader	Survey Coordinator	Compliance Team	Auditor/Surveyor
Create and initiate a new survey	R, A	I	I	I
Populate survey metadata (name, description, etc.)	R, A	I	I	I
Set or update survey status (Active/Closed)	R, A	I	I	I
Assign Auditor/Surveyor name	R, A	I	I	I
Assign survey leader (self-assigned or admin assigned)	R, A	I	I	I
Select and configure document types	R, A	I	R	I
Save survey details	R, A	I	I	I
Share coordinator screen link	R, A	I	I	I

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

Who can access and edit the Details Tab?

Only Survey Leaders have Editor access to the Details Tab. Survey Coordinators, Compliance Team, and Auditor/Surveyor are informed of survey setup but cannot view or edit this screen.

How is the Start Date field filled in?

The Start Date is automatically populated by the system when the survey is created. It cannot be edited manually.

When does the End Date get filled in?

The End Date is blank while the survey is Active. It is automatically populated when the status is changed to Closed. If a survey is reopened, the End Date is cleared.

Can I change the status of a survey later?

Yes. Survey Leaders can change the survey status between Active and Closed as needed. Changing the status updates related fields like the End Date.

Can I edit the Document Type options?

Yes. Survey Leaders can override the default list of Document Types provided in the feature configuration and enter a custom value if necessary.

What happens when I click “Share”?

Clicking “Share” generates a link to the Coordinator Screen, which you can send to Survey Coordinators so they can begin identifying definite employees for the survey.

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