Skip to main content

Document Audit

Last Updated: October 3, 2025 Document Version: 1.0 Prepared for: Emgage HRMS Implementation Team

Document Audit

Module Purpose

The Document Audit module is a critical compliance tool that provides a comprehensive overview of document collection status across your entire organization. It allows administrators to track and verify the submission of required documents for both active employees and prospective candidates in the hiring pipeline.

Document Audit Workflow​

This video demonstrates how to use the powerful filter and navigate the different summary and detail tabs for both employees and candidates to ensure document compliance.

The Filter Panel​

All tabs within the Document Audit module share a powerful and consistent filter panel. This allows you to narrow down your search using a wide range of criteria:

  • Personnel: Filter by Employee Status, specific Employee or Candidate.
  • Organizational Structure: Filter by SBU, State, Branch, Department, Grade, Designation, etc.
Filtering by Mandatory Documents

Use the Select Mandatory Document Titles toggle to find personnel who are missing specific required documents. You can filter by Document Type (e.g., KYC) and then select a specific Document Title (e.g., Aadhaar) to instantly see who has not submitted it.

Part 1: Auditing Employee Documents​

This section focuses on tracking documents for individuals who are active or past employees of the organization.

1.1 Employee Document Summary​

High-Level Overview

This view is perfect for quickly identifying employees with incomplete documentation and tracking overall compliance percentages at a glance.

The Employee Document Summary tab provides a dashboard view of document collection. For each employee, it displays:

  • Counts by Category: The number of documents submitted under categories like KYC, Qualification, Experience.
  • Status Counts: Totals for Missing Document, Approved Document, and Approval Pending Document.
  • Total Score: A completion percentage that represents the employee's overall document compliance.

1.2 Employee Document Details​

Detailed Matrix View

Use this tab for a granular, document-by-document audit. The visual icons allow for rapid assessment of specific missing items for each employee.

The Employee Document Details tab presents a detailed matrix:

  • Rows: Each row represents an employee.
  • Columns: Each column represents a specific required document (e.g., Aadhaar, PAN Card, Passport).
  • Status Icons: The cell where a row and column intersect displays an icon indicating the document's status:
  • Green Check: The document has been submitted and approved.
  • Red Exclamation: The document is missing.
  • (Other icons may indicate pending or rejected statuses).
  • Clicking on an icon will open a preview of the submitted document.

Part 2: Auditing Candidate Documents​

This section provides the same powerful auditing tools for candidates—individuals who have applied for a position but are not yet employees. This is crucial for ensuring a candidate has all necessary paperwork before an offer is finalized.

2.1 Candidate Document Summary​

This tab provides the same high-level summary view as the employee tab, but for individuals in the application pipeline. It allows HR to assess a candidate's document preparedness early, showing counts of missing, approved, and pending documents, along with a total completion score.

2.2 Candidate Document Details​

This tab mirrors the detailed matrix view for employees, providing a granular look at the documents submitted by each candidate. It allows administrators to perform a thorough, document-by-document audit to ensure a candidate's file is complete before they are converted to an employee.

Was this page helpful?