🆕Employee Vaults
Last updated
Last updated
The Employee Vault is a secure location designed to provide current and former employees with private access to important documents through a web browser or mobile app. This feature ensures that sensitive information remains protected, accessible only to the vault owner and designated vault admins.
Secure Access: Only the vault owner and vault admins can access the Employee Vault, ensuring that sensitive documents remain private.
Audit Log: The vault audit log tracks all activities, including views, downloads, and deactivation of the vault.
Automated Document Uploads: The vault can be integrated with a secure FTP server to automate the addition of monthly payslips, yearly tax documents, and more directly into employee and alumni vaults.
Vault admins have the ability to manage employee vaults. They can access the vaults of any active or suspended user through the Admin Portal.
Vault admins can perform several actions on an employee's vault:
View the Vault: Access the contents of the vault to review documents.
Download Contents: Download folders and files stored within the vault.
Deactivate/Activate the Vault: Disable or enable user access to the vault as needed.
Get a Vault Link: Generate a link that allows vault admins or the vault owner to access the vault.
Only vault admins can look up employee vaults. Domain admins do not have this ability unless they are also designated as vault admins.
The generated vault link is restricted for use by vault admins and the vault owner only, ensuring secure access control.
The Vault module includes an Add Files to Vault option that allows bulk uploads of files to multiple users' vaults. Note that only vault admins can perform file uploads, even if they are also domain admins.
Step 1: Selecting Users
Click the Add Files to Vault button to open the user selection popup where admins can:
Select up to 500 users, displayed alphabetically in a paginated list, by default.
Use the "Search People" filter to refine the user list, supporting filters from the people directory.
Import user lists via CSV files, reusing existing UI components from series campaigns.
Admins can add or remove users using buttons that are enabled only when users are selected. A "Select All" option is available for both panels (left and right). The "Next" button becomes enabled once users are added to the right panel.
Step 2: Adding Files
Vault admins can upload files manually or via drag-and-drop. Key details include:
A maximum of 100 files can be uploaded per session. Attempting to exceed this limit prompts a warning message.
Each file can be up to 5 GB in size, supporting all file types allowed by MangoApps.
The interface supports removing files before final submission.
The "Next" button becomes enabled once at least one file is uploaded, and the total does not exceed 100.
Step 3: Selecting Folders and Notification Settings
After uploading files, admins must select a destination folder.
Folder Selection: Domain admins see all folders, while vault admins only see accessible folders. Folder selection is mandatory before proceeding.
Notifications: By default, users are notified via a message about the uploaded files. The notification includes substitution tags (%{No_of_files} and %{Folder_name}) to personalize the message. Admins can turn off notifications, hiding the subject and content fields.
Clicking "Save" completes the upload process. A success message confirms the action, and if notifications are enabled, users receive a personalized system message.
The Vault module includes settings to manage file naming for duplicate uploads:
Keep Both Files: Adds files with the same name as separate entries without timestamps.
Upload as New Version: Adds duplicate files as new versions of the existing file.
