Details

Audits: Details

Overview

Employee Records Management 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

Enter survey information
Assign personnel
Set scheduling details

Quickstart Guide

Walkthrough

Create a New Survey

From the Audit List dashboard, click "New Survey"

Fill in the Details Tab

Survey Name: Enter a short, descriptive title for the survey. This name is used to identify the survey throughout the system.
Survey Description: Provide a brief explanation of the survey’s purpose, scope, or key details to help users understand what the survey covers.
Start Date: Indicates when the survey begins.
1. This date is automatically populated when the survey is created.
2. You may manually edit it if needed.
3. End Date: Indicates when the survey is completed. This field automatically populates when the survey status is set to Closed. You may manually edit it if needed.
Surveyors: Select the individuals responsible for conducting the survey.
1. Choose from the dropdown list. If needed, you may type a new name for one‑off surveys.
Location: Select the location associated with this survey.
Leader Name: Select the person who will act as the primary lead for the survey. Choose from the dropdown list.
Document Types Requested: Specify the types of documents needed to support the survey.
Survey Type: Select the appropriate survey category from the dropdown list. Survey types help classify and track different survey workflows.
Comments: Enter any additional notes or details relevant to the survey.

Save the Survey Details

Click "Save"

View the Success message. Click "OK" and you will return to the Audit 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.