Documented Elsewhere

The Documented Elsewhere feature allows users to mark compliance requirements (Forms, HR Documents, and Employee Surveys/Competencies as completed outside of Kipu Compliance. This functionality is useful when documentation exists in external management systems, paper records, or third-party platforms that cannot be migrated into Kipu Compliance.

Required Permissions: Users must have the Document Elsewhere role and the appropriate permissions to create, edit, or view the document itself.

When a requirement is documented elsewhere, its compliance status updates to ELSEWHERE.

Permission Requirements

User permissions determine whether Documented Elsewhere entries can be viewed, created, or edited.

• Create: Document Elsewhere role + Create permission for the entity
• Edit: Document Elsewhere role + Edit permission for the entity
• View: Document Elsewhere role or View/Edit permission for the entity

Supported Compliance Item Types

Only specific compliance entities support the Documented Elsewhere workflow to ensure accurate tracking and reporting.

• Forms - Standard Compliance forms and checklists
• HR Documents - Human resources documentation requirements
• Employee Surveys / Competencies - Skills assessments and competency evaluations

When to Use Documented Elsewhere

Use Documented Elsewhere when compliance documentation exists outside of Kipu Compliance and cannot be uploaded or completed directly in the system.

Common scenarios include:

• Documentation stored in Third-party systems or LMS platforms: Documentation exists in external HRIS or document management systems.
• Legacy Paper Records: Historical compliance records maintained in physical files.
• External Competency Management Systems: Competency training completed through vendor platforms.
• Integration Gaps: Temporary solutions while transitioning to full Kipu Compliance workflow.

Creating a Documented Elsewhere Entry

You can document an incomplete compliance item by creating a Documented Elsewhere entry. This workflow updates the compliance status and records supporting details for audit purposes.

1. Navigate to a Compliance report or search for the incomplete form you would like to document.
2. Locate the compliance item you want to document elsewhere in the list. Click Review next to it in the Action column.
   
3. Click on the Actions button.
   
4. Click on the Add New Document Elsewhere from the drop-down.
   
5. In the Add New Documented Elsewhere pop-up, fill in the following fields:
   
   • Required fields:
     • Related User (required): Select the user who completed the requirement or is the document owner.
       • For Forms completed from or included in the Location Compliance Report, this field will default to the entering user but is available to edit if the user entering the Elsewhere record is not the comp
       • For HR Documents or Competencies completed from the User Compliance Report this field will default to the UCR User and is unavailable for edit to prevent accidental reassignment of the documents.
       • For HR Documents and Competencies completed from their form specific list pages, the related user field will be blank and require a user selection to ensure proper assignment of the record.
     • Document Date (required): Select the date the requirement was completed.
       • Date Picker allowing selection of past or current dates
       • Should reflect actual completion date of the requirement
     • Description (required): Describe where and how the requirement was completed.
       • Text area allows for context to be provided
       • Should Include:
         • Where the documentation is stored
         • What system or process was used
         • Any reference number of identifier
   • Optional fields:
     • External URL (optional): Link to the external documentation source.
       • Can link to:
         • External LMS platforms
         • HRIS systems
         • Document management systems
         • Cloud storage locations
     • Supporting Documentation (optional): Upload a PDF file.
       • File upload accepts PDF files only
       • Maximum file size: 10MB
       • Only one file can be uploaded during creation
         • Additional files can be added later by editing the entry
6. After documenting the information, click on the Save button to confirm.
   
7. The success message will appear confirming this documentation and verify the status updates to ELSEWHERE.
   
8. Back on the compliance report, the status now appears as 'ELSEWHERE' and shows as compliant.
   

Editing a Documented Elsewhere Entry

You can edit a Documented Elsewhere entry if updates are needed after it has been created. Editing an entry allows you to correct details, add documentation, or update links while keeping the compliance status intact.

1. Navigate to the compliance item with an ELSEWHERE status, and click on Review in the Action column.
   
2. Click on the link which displays the name of the user who completed the entry along with the date/time it was documented.
   
3. The following page will open displaying the documented elsewhere information regarding this form. Click the Edit button to modify this information.
   
   • Entered By:
   • Document Date:
   • Last Edit:
   • Description:
4. The fields on this page can now be edited. Once changes are made, click the Save button to save any changes made.
   
5. Review the success message to confirm your changes have been saved.
   

Editing Behavior

The following behaviors apply when editing a Documented Elsewhere entry:

• Additive file uploads: Adding new files does not remove existing files.
• Field updates: All fields can be modified after creation.
• Audit trail: All edit actions are logged with the user and timestamp.
• Status preservation: The compliance status remains ELSEWHERE after edits are saved.

Viewing a Documented Elsewhere Entry

You can view the details of a Documented Elsewhere entry to confirm completion information, review supporting documentation, or verify audit details. Viewing an entry does not require edit access.

1. Navigate to a location or report that contains compliance items with an ELSEWHERE status. Click on Review on the right side of the page.
   
2. Click on the link which displays the name of the user who completed the entry along with the date/time it was documented.
   
3. Review the modal that opens, which displays the documented elsewhere details.
   

What You’ll See

The Documented Elsewhere modal provides a read-only view of key completion and audit information.

• Form name:
• Entered By:
• Document Date
• Last Edit
• Description: (where and how the requirement was completed)
• External URL (if provided) as a clickable link
• Supporting documentation (if uploaded) with download links

Note The information shown in the modal is read-only. To make changes, you must have edit permissions for the entity and use the Edit option from the action menu.

How Documented Elsewhere Affects Compliance Status

Understanding how ELSEWHERE status impacts compliance reporting helps ensure accurate tracking.

• ELSEWHERE items count as compliant
• They contribute to individual and location compliance percentages
• They appear in compliance reports and history views

Reporting and Audit Visibility

Documented Elsewhere entries are fully auditable and visible throughout Kipu Compliance.

• Location Compliance Reports
• User Compliance Reports
• Answer Index views
• Compliance Frequency Reports

Each entry records who completed the requirement, when it was completed, and when it was documented in Kipu.

Frequently Asked Questions

The following sections answer common questions about permissions, functionality, reporting, and technical details. Expand each section to learn more.

• What is Documented Elsewhere?
  Documented Elsewhere allows users to mark compliance requirements as completed outside of Kipu Compliance while maintaining status tracking and audit history.

  When should I use Documented Elsewhere?
  Use this feature when documentation exists in external systems, paper records, or third-party platforms that cannot be migrated into Kipu.

  What types of compliance items are supported?
  Forms, HR Documents, and Employee Surveys/Competencies are supported.

• Why don’t I see the Document Elsewhere option?
  You must have the Document Elsewhere role and create permissions for the entity type.

  Can I view entries without the Document Elsewhere role?
  Yes. Users with view or edit permissions for the entity can view entries.

  Why can’t I edit an entry I created?
  You must have both the Document Elsewhere role and edit permissions for the entity. Permission changes may affect access.

• Can I delete a Documented Elsewhere entry?
  Entries cannot be deleted through the UI. Contact Support for assistance.

  Can I document multiple items at once?
  No. Each item must be documented individually.

  Can I upload multiple files?
  Yes. Upload one file during creation and add more later by editing the entry.

  Can I revert a Documented Elsewhere entry back to incomplete?
  Deleting the Documented Elsewhere record will revert the status back to incomplete.

• How does ELSEWHERE affect compliance percentages?
  ELSEWHERE items count as compliant when completed in accordance with applicable Time Requirements, so they contribute to both individual and location compliance percentages. When ELSEWHERE items are completed outside of the applicable Time Requirements, these will be reflected as late and therefore a status of Not Compliant.

  Where do ELSEWHERE entries appear?
  They appear in compliance reports, Answer Index views, and compliance history.

  Can I track completion versus documentation dates?
  Yes. The Document Date shows completion, while system logs track documentation timing.

• Where are uploaded files stored?
  Files are stored in secure, location-specific directories and require authentication.

  What data is stored for each entry?
  Related user, document date, description, optional external URL, and file metadata.

  Are actions logged for audits?
  Yes. All create and edit actions are logged with user, timestamp, and location details.