Any more questions? You’ve come to the right place.
Employees
General
How is ERM designed to allow managers to only see their direct reports’ documents?
Roles & Permissions within the ERM web application establish access permissions. Integration with idP can automate processes to manage the members of these user-role assignments.
How can I see the user-role assignment for troubleshooting?
An administrator user can navigate to the Settings > Roles & Permissions to view or modify user-role assignment.
Employee Dashboard
What information is included in the KPI cards?
KPI cards present important summary metrics such as the total number of employees, active documents, document types, or department counts. These values provide a quick snapshot of the organization’s workforce and document activity.
What types of analytics widgets or charts are available?
The dashboard includes analytic visualizations that may display:
Total Employees
Total Documents
Document Types
New Employee Activity Trend, by Month
These charts help users understand patterns and identify potential bottlenecks.
Can I interact with the charts?
Yes. Users can hover on the analytic widgets to explore detailed insights and better understand workforce or processing trends.
How often is the data updated?
Data refresh frequency may depend on your organization’s configuration. Typically, dashboard data is updated in near‑real time or on a scheduled interval to ensure users always see the most accurate metrics. You can also manually push a refresh with the icon in-line with the page heading.
Can I export the dashboard data?
Yes. The Export Report functionality allows users to download dashboard information in a standardized format for offline analysis, reporting, or sharing with stakeholders.
Does the dashboard show individual employee records?
No. The dashboard shows aggregated, high‑level information. To view individual employee files or documents, users must navigate to the Employee Records section.
What should I do if the dashboard doesn’t load or the data looks incorrect?
Try refreshing your browser or logging out and back in. If the issue persists, contact your system administrator or support team, as data visibility or access may be affected by permissions or integration jobs.
Audits
General
Can anyone create a new audit?
No. Only VaultAccess or Audit Leaders have the permission to create and configure audits.
What types of Documents can be uploaded to include in the audit?
The default supported formats include PDF, JPG, PNG, DOCX, and DOC and files can be up to 100 GB in size. Supported formats and file size may be adjusted.
Can documents be removed after being added to a audit?
Yes. Audit Leaders and the Compliance Team can select documents from the list in the Documents Tab, and click “Remove Docs”. This will remove them from the audit without deleting the file itself. If a document was uploaded, the same procedure applies and the file is not removed from the Document Library either.
Can audit status be changed after it's created?
Yes. Audit Leaders can toggle the status between Active and Closed. This automatically populates or clears the End Date field.
Can I edit the list of document types in the Details Tab?
Yes. Administrators can modify the default list of document types in Settings.
Can the Auditors use this module on their own?
No. An Auditor do not have logins or system access. They meet with a Audit Leader or Compliance Team member during audit sessions.
Audit Dashboard
What types of analytics widgets or charts are available?
The dashboard includes analytic visualizations that may display:
Audit Activity Trends
Documents Correctly Filed by Location
Documents Reviewed by Audit Team
Document Review by Team Member
Documents Reviewed by Location
Audit Led by Team Members
These charts help users understand patterns and identify potential bottlenecks.
Can I interact with the charts on the Audit Dashboard?
Yes. Users can hover on the analytic widgets to explore detailed insights and better understand workforce or processing trends.
How often is the Audit Dashboard data updated?
Data refresh frequency may depend on your organization’s configuration. Typically, dashboard data is updated in near‑real time or on a scheduled interval to ensure users always see the most accurate metrics. You can also manually push a refresh with the icon in-line with the page heading.
Can I export the Audit Dashboard data?
Yes. The Export Report functionality can be enabled in Roles & Permissions, and it will allow users to download dashboard information in a standardized format for offline analysis, reporting, or sharing with stakeholders.
Does the Audit Dashboard show individual Audit records?
No. The dashboard shows aggregated, high‑level information. To view individual Audit records, users must navigate to the Audit List.
What should I do if the Audit Dashboard doesn’t load or the data looks incorrect?
Try refreshing your browser or logging out and back in. If the issue persists, contact your system administrator or support team, as data visibility or access may be affected by permissions or integration jobs.
Audit List
Who can access the Audit List?
Only VaultAccess, Audit Leaders and the Compliance Team have access. Audit Leaders can edit and manage audits, while the Compliance Team has read-only (Viewer) access. The Auditors do not have direct access to the Audit List.
Can the Compliance Team edit audits from the Audit List?
No. Compliance Team members have Viewer access only. They can view audit records and statuses but cannot make changes.
How are audit statuses shown on the Audit List?
Each audit is marked with a status of either “Active” or “Closed.”
Details
How is the Start Date field filled in?
The Start Date is automatically populated by the system when the audit is created. It cannot be edited manually.
When does the End Date get filled in?
The End Date is blank while the audit is Active. It is automatically populated when the status is changed to Closed. If a audit is reopened, the End Date is cleared.
Can I change the status of a audit later?
Yes, audit Leaders can change the audit 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. Audit Leaders can override the default list of Document Types provided in the feature configuration and enter a custom value if necessary.
Documents
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 audit 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 audit, 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.
Internal Audit
What is the purpose of the Internal Audit tab?
The Internal Audit tab helps identify and reconcile required employee documents that have not been submitted or properly matched. It supports internal compliance audits and prepares your organization for external audits or audits.
How is the Internal Audit tab different from the Documents tab?
While both tabs manage document tracking, the Internal Audit tab specifically highlights missing or unmatched documents to support pre-audit validation efforts.
How do I see which documents are missing for an employee?
Use the Filter by Employee option to select a specific employee. The system will display any requested documents that are currently unmatched or missing.
Can I manually match documents that were previously unmatched?
Yes, the system allows manual review and status updates so you can match documents to the correct employee as needed.
Settings
Roles & Permissions
A user says they cannot see a module in the left navigation panel. What should I check?
Open Roles and Permissions and confirm the user is assigned a role that has the relevant module toggled on in Module Access. If the module is disabled for their role, it will not appear in the navigation panel regardless of their resource-level permissions.
A user has the correct resource permissions but still cannot access a resource. Why?
Confirm that the module containing that resource is enabled in Module Access for the user's role. A disabled module blocks all underlying resource permissions at runtime, even if the resource-level checkboxes are selected.
Can I modify a system role?
System roles are read-only and cannot be edited or deleted. If the default system role configuration does not meet your needs, create a new user-created role with the required permissions and assign it to the appropriate users.
A user needs to see employee records across all locations. How do I configure this?
Open Roles and Permissions, open the user's assigned role in the Role Modal, and navigate to the Admin Capabilities tab. Enable View All Locations to allow the user to view records across all locations regardless of their assigned locations.
How do I diagnose what permissions a specific user has?
Open Roles and Permissions and navigate to the Permissions Test tab. Select the user from the dropdown to view all roles assigned to them and a resource-by-resource breakdown of their effective permissions. Note that this tab is only available to users whose role has the Permission Test Mode Admin Capability enabled.
Document Types
What happens to employee records if I delete a document type that is currently in use?
Deleting a document type that is In Use removes it from all associated employee records. This action cannot be undone. Confirm your intention before deleting any document type marked In Use.
What is the difference between disabling a document type and deleting it?
Disabling a document type hides it from users and makes it unavailable for upload, but preserves it and its associations with employee records. Deleting a document type permanently removes it and all of its associations. Disable a document type if you may need it again in the future; delete it only if it is no longer needed.
Configuration
Why are my grid color keywords not applying to cells in the Internal Audit tab?
Confirm that keywords in the Not Missing Documents Keywords and Missing Documents Keywords fields are separated by a comma with no space (e.g., good,complete not good, complete). A space after the comma will cause the keyword to not match cell values correctly.
Need help? Please contact your organization’s site administrator, for troubleshooting. If the issue remains unresolved, VisualVault Support is available to assist.