Documented Elsewhere Bulk Entry is an enhancement to the existing Documented Elsewhere (DE) feature. It lets authorized users create multiple DE records across multiple employees and document types in a single session.
This feature is designed for a small group of user types whose roles require mass data entry across a location.
Required Permissions: Users must have the Documented Elsewhere Bulk Entry role to create or delete records, or to view the history log.
Key Use Cases
Bulk Entry supports several high-volume documentation needs.
- Onboarding Batch: Enter compliance records for multiple new hires at once.
- Historical Backfill: Record compliance items for multiple employees from a prior system or paper records.
- Audit Preparation: Quickly document a large set of externally-maintained compliance items ahead of an audit.
- System Transition: Migrate records from a legacy or third-party platform in bulk as part of a cutover.
Supported Document Types
Bulk Entry supports the same document types as the standard Documented Elsewhere feature.
- Forms
- HR Documents
- Employee Surveys / Competencies
Key Features
The Bulk Entry workflow includes tools to improve efficiency and accuracy.
- Enter records for multiple employees
- Add multiple documents per employee
- Duplicate detection
- Validation screen before submission
- Confirmation screen with record links
- History Log for auditing
- Automatic compliance updates
How to Use Bulk Entry
Follow the steps below to use the Bulk Entry feature.
Building Your Bulk Entry Batch
Click Bulk Entry on the menu on the left side of the screen.
On the Bulk Entry screen, click Add a Related User and select a user from the current location.
Add one or more document entries for the selected user. Enter the following information for each document.
Field Required? What to enter Document Type Yes Select Form, HR Doc, or Competency from the drop-down. Document Name Yes Select from the drop-down. Options are filtered by the selected Document Type and the user's location configuration. Document Date Yes Pick a past or current date. Future dates produce an error. Description Yes Free text. Explain where or how the requirement was completed. URL No Link to external documentation. Must be a valid URL. Upload PDF No PDF only. Maximum 10 MB. To add more users, repeat steps 2 and 3. Each user can have as many documents as needed.
Click Review and Validate to proceed to the Validation screen.
Validation Screen
The Validation screen displays a table with all Related Users and their document entries. It checks for duplicates before records are created.
The following actions are available on the Validation screen.
| Action | Description |
|---|---|
| Remove Entry | Removes a single document record from the batch. |
| Remove User | Removes a Related User and all of their document records from the batch. |
| Create Records | Submits all records in the batch and opens the Confirmation screen. |
| Back to Entry | Returns to the Bulk Entry screen to modify entries. |
Confirmation Screen
After you click Create Records on the Validation screen, the Confirmation screen appears.
This page displays a table of all successfully created records. Each row includes:
- Document Type
- Document Name
- Related User
- Document Date
- Compliance Status (calculated from the respective compliance report)
- System Created Date
- Hyperlink to the document record in the system
Post-Creation Actions
| Action | Description |
|---|---|
| Delete | Permanently deletes the individual record. The compliance item's status reverts to its prior state. A warning is shown. This action cannot be undone. |
| Remove User | Permanently deletes all records created in this batch for the Related User. Compliance statuses revert accordingly. A warning is shown. This action cannot be undone. |
Document Status After Creation
- Each created record sets the compliance status to ELSEWHERE.
- ELSEWHERE items count toward compliance percentage calculations as COMPLIANT or NOT COMPLIANT, based on applicable time requirements.
- Compliance percentages update automatically upon record creation.
History Log
The History Log provides an audit trail of all bulk entry submissions for the current location.
Accessing the History Log
From the Bulk Entry screen, click History in the top-right corner. This is available to any user with the Documented Elsewhere Bulk Entry role.
History Log Information
Each batch entry in the log includes:
- User who submitted the entry
- Timestamp of when the batch was submitted
- List of all document records created in the batch (Related User name and Document Name)
- Link to each individual document
Available Actions
| Action | Description |
|---|---|
| Delete | Deletes an individual record. Any user with the Bulk Entry role can delete, including records created by others. A warning is displayed before deletion. |
| Delete All for User | Deletes all records for a Related User within the selected batch. A warning is displayed before deletion. |
Data and File Handling
Audit Logging
All Bulk Entry activities are logged.
- Create (batch submission): Logged with submitting user, timestamp, location, and all records in the batch.
- Delete (individual record): Logged in User Activity / User Tracking with the deleting user and timestamp.
- Delete All for User: Logged with the deleting user and timestamp.
Note: The audit trail captures who deleted a record, not just who created it. This is important for administrative oversight given the cross-user deletion capability.
Error Handling
Common errors and how to resolve them are listed below.
| Error | Cause | Resolution |
|---|---|---|
| Bulk Entry menu item not visible | User lacks the Documented Elsewhere Bulk Entry role | Assign the role in User > Roles. |
| Inline error on Document Date | Future date entered | Change to a past or current date. |
| Inline error on Description | Description field left blank | Provide a description for the document entry. |
| Document Name drop-down is empty | Document Type not selected, or no documents configured for the location | Select Document Type first. Verify the location configuration. |
| File type rejected | Non-PDF file uploaded | Convert the file to PDF before uploading. |
| File exceeds size limit | File larger than 10 MB | Compress or split the PDF. |
| Duplicate flag on Validation screen | Same user, document name, and date already exist in the batch or in the system | Review and remove if truly duplicate. Submit if intentional. |
Troubleshooting Guide
Issue: Bulk Entry Menu Item Not Visible
If the Bulk Entry option is missing, the cause is usually user role configuration.
- Check: Confirm the user has the Documented Elsewhere Bulk Entry functional role assigned.
- Solution: Assign the functional role in Company Admin > User > Roles.
Issue: Document Name Drop-Down Is Empty or Missing Expected Documents
If the Document Name field is blank or missing options, review the following setup requirements.
- Check: Ensure a Document Type is selected first. The Document Name depends on this selection.
- Check: Confirm the document is configured for the user's current location.
- Check: Verify the selected Related User has the correct permissions for that document type.
- Solution: Review the document type's location configuration and confirm the user's permissions are set correctly.
Issue: Duplicate Warning Appears for New Entries
The system may flag entries as duplicates based on existing or in-progress records.
- Check: The system checks both the current batch and existing records for the location.
- Check: A previous DE record may exist for the same user, document name, and date.
- Solution: Review compliance records in the LCR or UCR. If the entry is valid (for example, a different compliance period), proceed past the warning.
Issue: Records Created but Compliance Status Not Updating
If compliance does not update after record creation, timing or refresh delays are the most common causes.
- Check: Confirm the Document Date falls within the required compliance period.
- Check: Refresh the compliance report page.
- Solution: Verify the document type's time requirements and allow time for the dashboard to recalculate.
Issue: Cannot Access Document Link from History Log
Access to document links depends on user permissions.
- Check: Confirm the user has view or edit permissions for the document type.
- Solution: This is expected behavior. Links are disabled, not broken, for users without permission. Grant view access if needed.
Frequently Asked Questions
General Questions
Click each header to expand the answer.
- It allows users to create DE records for multiple employees and document types in one session.
- Bulk Entry supports multiple users, does not require entity permissions, and includes a multi-step workflow.
- Forms, HR Documents, and Employee Surveys / Competencies.
Permissions and Access
- No. The role alone grants full access.
- This supports administrative oversight and data correction.
- In the left-hand navigation under Compliance Reports.
Functionality
- Yes. One PDF per entry, up to 10 MB.
- Duplicates are flagged but not blocked.
- Yes. Use the Back button to return to the Entry screen.
- No. You must delete records manually if needed.
Reporting and Compliance
- Records are marked ELSEWHERE and included in compliance calculations.
- Yes. They appear the same as standard DE records.
- Use the History Log to view bulk submissions.
- Compliance status reverts and recalculates automatically.
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