HR Survey / Employee Audits: Employees 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 Employees Tab displays a list of employees who have been marked as “Definite” for the survey. It allows the Survey Leader to view, search, and access associated employee documents.
Tip!
Confirm and verify the people included in the Employees tab for accuracy and completeness.
Description
Key Functionality
Search: Ability to search for employee records which are already included and marked as “Definite”.
Coordinator Screen: Ability to access the Survey Coordinator screen.
Survey List: Ability to access and view the list of closed and active surveys.
Quickstart Guides
Employees tab
Coordinator Screen
Add Employees
Walkthrough
Open the Employees tab and share the Coordinator Screen
From the Employees tab, Click Coordinator Screen.
Click "Share"
Click “Copy”.
Click “Close”
Distribute the link to the Coordinator Screen to Survey Coordinators via email.
Survey Coordinators open the Coordinator Screen from the link distributed by the Survey Leader. Survey Coordinators are responsible for adding employees, removing employees, and marking employees as "definite" using the Coordinator Screen.
Add Employees
As a Survey Coordinator, click "Add Employees" on the Coordinator Screen.
Search for employees by filling in search criteria.
Click "Search"
Click checkboxes to select employees from the list.
Click "Add to Survey"
View the Success message and click "OK"
Click "Close"
Remove Employees
As a Survey Coordinator, click the checkbox to select an employee on the Coordinator Screen.
Click "Remove Employee"
View the Success message and click "OK"
Note
Survey Coordinators are responsible to mark employees as "Definite" on the Coordinator Screen, to confirm they will be part of the survey.
Mark Definite
To mark an employee as Definite, select them from the list, open the Definite dropdown, and click "Yes"
View the confirmation message and click "Yes"
View the Success message and click "OK"
To mark an employee as Not Definite, select them from the list, open the Definite dropdown, and click "No"
View the confirmation message and click "Yes"
View the Success message and click "OK"
Note
Since the Employees tab is the screen where users can view the employees who are identified as “definite” on the Coordinator Screen, the Survey Leader can review the employees which the Survey Coordinator confirmed to be part of the survey, consult with the Survey Coordinator regarding this list, as well as lead the audit session with the Auditor in this area.
View the Employees Included in the Survey
Click "Back"
Note that the list of employees displayed in the Employees tab includes only those who are marked as Definite on the Survey Coordinator screen.
Click the documents icon in the View Documents column. This will open the Document Viewer screen, which filters the list of documents to show only those located in that specific employee’s folder (including any subfolders).
User Groups and Permissions
Area / Function | Survey Leaders | Survey Coordinators | Compliance Team | Auditor/Surveyor | VaultAccess |
|---|---|---|---|---|---|
Employees Tab | ✅ Viewer | 🚫 No access | 🚫 No access | 🚫 No access | ✅ Owner |
Coordinator Screen | ✅ Editor | ✅ Editor | 🚫 No access | 🚫 No access | ✅ Owner |
Survey Sharing (Email Link to Coordinator Screen) | ✅ Editor | ✅ Viewer | 🚫 No access | 🚫 No access | ✅ Owner |
Role Responsibilities
Reference the responsibility assignment matrix:
Action | Survey Leader | Survey Coordinator | Compliance Team | Auditor/Surveyor |
|---|---|---|---|---|
View list of definite employees (those selected) | R, A | I | I | I |
Access Coordinator Screen via button | R, A (shares coordinator screen) | R, A | I | I |
Search for employees by Employee ID, First Name, or Last Name | I | R | I | I |
Employee Selection (Coordinator Screen) | R (finalizes) | R (mark employees "definite") | I | I |
View documents linked to employees (via document icon) | R | I | I | I |
Maintain visibility of employees included in survey | R, A | I | I | I |
Audit Session (Review with Auditor/Surveyor) | A (Lead audit session) | I | R (document clarification) | R (audit findings) |
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 the Employees Tab?
Only Survey Leaders have access. Survey Coordinators, Compliance Team, and Auditor/Surveyor do not interact directly with this tab.
How are employees added to this list?
Employees appear here after they are selected and marked as “Definite” by a Survey Coordinator in the Coordinator Screen. You cannot add or remove employees directly from the Employees Tab.
Can I access the Coordinator Screen from here?
Yes. There is a button that allows Survey Leaders to quickly navigate to the Coordinator Screen if they need to review or adjust the list of definite employees.
Can I search for specific employees in this tab?
Yes. You can search by Employee Number, First Name, or Last Name using the search field at the top of the screen.
Can I remove employees from the Employees Tab?
No. The list is read-only and reflects selections made in the Coordinator Screen. To remove an employee, you'll need to do so via the Coordinator Screen.
Can I view documents for a specific employee from this tab?
Yes. Click the document icon in the “View Documents” column to open the Document Viewer, filtered to the selected employee's folder and files.
Need help? Please contact your organization’s VaultAdmin, for troubleshooting. If the issue remains unresolved, VisualVault Support is available to assist.