ERM | Employees

The Employees page is a secure interface within the ERM solution that allows users to search for employees by name or ID. Search results are limited to a user's direct and second-level reports based on access permissions, which are enforced through the ERM solution's Roles & Permissions integration with an Identity Provider (IdP) such as Azure AD or Okta.

Note: The Employees page is only available within the ERM solution. To access this screen, your role must be granted at least one of the following permissions on the Employee Details or Employee Documents resources: View, Create, Edit, Delete, Export, or Upload.

Objective

The Employees page enhances user efficiency by providing quick access to employee details and documents in a single location. Users can view, download, and print documents directly from search results. Administrators can also impersonate users to test permissions, troubleshoot access issues, and conduct audits.

Before You Begin

Before using the Employees screen, confirm the following:

Navigating to Employees

Access the Employees screen from the Employee Dashboard using the left navigation menu.

1. Log in to VisualVault with your credentials.

2. Open the ERM application. The application opens to the Employee Dashboard homepage.

3. Select Employees from the left navigation menu.

When you arrive, the Employees screen displays a full list of employees you have permission to view. The list includes columns for First Name, Last Name, Employee #, Email, Status, Department, Details, and Files. A search bar at the top reads Search employees..., and filter fields for Status, Department, and Email appear below it. The Impersonate User field and New Employee button are visible in the upper right corner.

How to use

Employee Dashboard

The Employee Dashboard displays visual data summarizing activity among employee records.

1. Select Employee Dashboard from the left navigation menu.

2. Review the visual data panels to monitor audit activity. The following metrics and visualizations are available:

Summary Metrics

Charts and Visualizations

Employee List

Searching for an Employee

Use the search and filter tools to locate an employee within your accessible records.

1. In the Search employees... bar at the top of the screen, type an employee's name or ID.

2. To narrow results further, use any combination of the following filters:

   • a. In the Status field, type or select a status value.

   • b. In the Department field, type a department name.

   • c. In the Email field, type an email address.

3. The results list updates to display employees matching your search criteria.

   Column	Description
   First Name	The employee's first name.
   Last Name	The employee's last name.
   Employee #	The unique identifier assigned to the employee.
   Email	The employee's email address.
   Status	The employee's current status (e.g., Active).
   Department	The department the employee belongs to.
   Details	Opens the Employee Details screen for the selected employee.
   Files	Opens the Employee Documents screen for the selected employee.

4. To reset all search fields and filters, click Clear Search.

Viewing Employee Details

The Employee Details screen displays personal, employment, and organization information for a selected employee.

1. Locate the employee in the search results.

2. Click Details in that employee's row.

3. The system opens the Employee Details screen, displaying the employee's information across three sections:

   • Personal Information — Legal First Name, Legal Last Name, Middle Initial, Preferred First Name, Preferred Last Name, Preferred Middle Initial.

   • Employment Information — Employee #, Email, Status, Hire Date.

   • Organization — Department Name, Department Code, Title, Location, Supervisor, Employee Group.

4. To save any changes, click Save. To discard changes, click Cancel.

Viewing Employee Documents

The Employee Documents screen displays files associated with a selected employee.

1. Locate the employee in the search results.

2. Click Files in that employee's row.

3. The system opens the Employee Documents screen on the Documents tab, displaying a list of files with the following columns: Name, Doc ID, Doc Type, Modified, View, and Download.

4. To filter documents by type, select a value from the All Doc types dropdown.

5. To search for a specific document, type in the Search field.

6. To download multiple documents at once, select the checkbox next to each document and click Bulk Download.

7. To upload a new document, click Upload.

Impersonate User

The Impersonate User feature allows administrators to view the Employees screen as another user, reflecting that user's access and report visibility. Use this feature to test permissions, troubleshoot access issues, or conduct audits.

Access: This feature is available only to users who have been granted the Impersonate User capability in Settings > Roles & Permissions.

1. Locate the Impersonate User field in the upper right corner of the Employees screen.

2. Type the user ID or email address of the user you want to impersonate.

3. Press Enter. The screen updates to display employees and reports visible to the impersonated user, reflecting that user's access permissions.

4. To end the impersonation session and return to your own view, clear the Impersonate User field.

🔍 Troubleshooting Note: If the Impersonate User field is not visible, your role has not been granted the Impersonate User capability. Contact your administrator to request access via Settings > Roles & Permissions.

Reference

• ERM | Frequently Asked Questions

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