ProcessVault Admin Guide

Overview

This guide is for company administrators who manage their organization's ProcessVault workspace. As an admin, you have access to powerful features for user management, training administration, and system configuration.

Admin Roles

Onboarding Wizard

When you first sign in as an admin, ProcessVault will guide you through an onboarding wizard to help set up your company information, departments, and procedure categories.

How It Works

The onboarding wizard automatically appears for admin users when your company hasn't completed the initial setup. It walks you through four simple steps:

Dismissing the Wizard

If you prefer to set things up manually later, you have two options:

• Close (X button): Dismisses for the current session. A banner will appear on your next visit reminding you to complete setup.
• Skip Setup: Also dismisses for the session only.
• Don't Show Again: Permanently dismisses the onboarding. You can still set up departments and categories manually from Settings.

Resuming Setup

If you dismissed the wizard but want to complete setup later:

• The onboarding banner on the dashboard has a "Start Setup" button
• Click it to reopen the wizard and continue where you left off

User Management

Manage who has access to your ProcessVault workspace and what they can do.

Inviting Users

Managing Existing Users

From the Team Members page, you can:

• Change Roles: Promote or demote users between roles
• Update Department: Reassign users to different departments
• Remove Users: Remove access for departing employees
• View Activity: See a user's recent actions

External Users

External users (vendors, contractors) can be added with restricted access:

• Always assigned the Viewer role
• Can only access procedures explicitly shared with them
• Cannot see internal company data
• Marked with an "External" badge

Departments

Organize users and procedures by department for better management and access control.

Creating a Department

1. Go to Settings > Departments
2. Click Add Department
3. Enter the department name and optional description
4. Choose a color for visual identification
5. Click Create

Department Features

• Filtering: Filter procedures and courses by department
• Assignment: Assign training to entire departments at once
• Reporting: Generate department-specific training reports

Reordering Departments

Drag and drop departments to reorder them. The order affects how they appear in dropdown menus and filters throughout the application.

Categories

Categories help organize procedures by topic or type.

Creating Categories

1. Go to Settings > Categories
2. Click Add Category
3. Enter the category name and description
4. Optionally select a parent category for nesting
5. Choose a display color
6. Click Create

Nested Categories

Categories can be nested to organize your procedures hierarchically. For example:

• Safety
  • Equipment Safety
  • Personal Protective Equipment
• Operations
  • Machine Operation
  • Quality Control

Training Management

ProcessVault's training system lets you create structured courses from your procedures, complete with assessments and certifications.

Training Dashboard

The training dashboard shows:

• Total Courses: Number of courses you've created
• Total Enrollments: How many users are assigned to courses
• Completion Rate: Overall completion percentage
• Overdue Training: Users who have missed deadlines
• Expiring Certifications: Certifications due for renewal

Creating Courses

Courses bundle related procedures into structured training programs.

Course Creation Steps

Course Settings

Assessments

Assessments verify that learners understand the course material.

Question Types

Creating Questions

1. In the course editor, go to the Assessment tab
2. Click Add Question
3. Select the question type
4. Enter the question text
5. Add answer options and mark correct answers
6. Optionally add an explanation (shown after answering)
7. Set point value

Guest Training

Allow external users to complete training without creating accounts using guest training bundles and QR codes.

Creating a Training Bundle

1. Go to Training > Guest Training
2. Click New Bundle
3. Give the bundle a name
4. Add courses to the bundle
5. Activate the bundle to generate a QR code

How Guest Training Works

1. Guest scans the QR code or visits the link
2. They provide their name, company, and contact info
3. They complete the assigned courses
4. Results are recorded and you're notified

Tracking Guest Completions

View all guest training completions from the Guest Training dashboard. You can see:

• Guest name and company
• Courses completed
• Assessment scores
• Completion dates

SSO Configuration

Configure Single Sign-On to allow users to log in with their corporate credentials.

Supported Providers

• Azure AD: Microsoft's identity platform for enterprise
• Okta: Popular identity management service
• Google Workspace: Sign in with Google accounts
• Generic OIDC: Any OpenID Connect compatible provider

Configuration Steps

SSO Options

Company Settings

Configure company-wide settings and preferences.

General Settings

• Company Name: Displayed throughout the application
• Company Website: Optional link to your company website
• Contact Email: Default contact for support inquiries
• Address: Company address for documentation

Watermark Settings

Configure watermarks for exported documents:

• Default Watermark: Text shown on all exports (e.g., "CONFIDENTIAL")
• Enforce Watermark: Prevent users from removing watermarks

AI Configuration

To enable AI features, you need to provide an Anthropic API key:

1. Get an API key from console.anthropic.com
2. Go to Settings > Company Settings
3. Enter the API key in the AI Configuration section
4. Click Save

Document Control

ProcessVault includes comprehensive document control features designed to meet ISO compliance requirements. Document Control provides automatic document numbering, revision tracking, and formal approval workflows.

Enabling Document Control

To enable document control for your organization:

1. Go to Settings > Company Settings
2. Find the Document Control section
3. Toggle Enable Document Control on
4. Configure your document number prefix (e.g., "SOP", "WI", "PROC")
5. Set the default review period in months
6. Click Save

Document Control Numbers (DCN)

When document control is enabled, published procedures receive automatic Document Control Numbers in a standardized format:

• Format: PREFIX-YEAR-SEQUENCE (e.g., SOP-2024-001)
• Prefix: Customizable 1-10 character prefix
• Year: Four-digit year when document was first published
• Sequence: Three-digit sequential number, resets annually

Revision Numbering

Revisions follow a Major.Minor format for clear version tracking:

Approval Workflow

When document control is enabled, procedures must go through a formal approval process before publication:

1. Draft: Author creates or modifies the procedure
2. Submit for Approval: Author submits the draft for review
3. Pending Approval: Approver reviews the procedure
4. Approve/Reject: Approver either approves or rejects with comments
5. Published: Upon approval, procedure is published with DCN and revision number

Approval Roles

Configure which roles can approve procedures:

• Default: Only Admins can approve procedures
• Custom: Enable User Admins or other roles to approve

Configure approval roles in Settings > Company Settings > Document Control > Approval Roles.

Revision History

All formal revisions are tracked and viewable in the procedure's History panel:

• Revisions Tab: View formal revision milestones (Rev 1.0, 1.1, etc.)
• Changes Tab: View detailed field-level change history
• Snapshot Comparison: Compare any two revisions side by side
• Restore: Restore to any previous revision if needed

Review Dates

Document control automatically calculates review dates based on your configured review period:

• Effective Date: When the revision was approved
• Review Date: When the document should be reviewed next
• Default Period: 12 months (configurable from 1-60 months)

Document Control Display

When viewing a procedure with document control enabled, you'll see:

• DCN: Document Control Number (e.g., SOP-2024-001)
• Revision: Current revision number (e.g., Rev 1.2)
• Status Badge: Approval status (Not Submitted, Pending, Approved, Rejected)
• Action Buttons: Submit for Approval, Approve, or Reject (based on role)

Document Master List

The Document Master List is an ISO-compliant register of all controlled documents. Auditors use this to verify document control compliance.

Accessing the Master List

1. Go to Settings > Document Control tab
2. View the complete document register

Master List Columns

Filtering the Master List

• Status Filter: All, Active Only, Obsolete Only, Draft Only
• Overdue Only: Show only documents past their review date

Exporting for Audits

Export the master list for audit evidence:

• Export CSV: Full data in spreadsheet format (Excel compatible)
• Export PDF: Formatted report with overdue items highlighted in red

Management Review (ISO 9001 §9.3)

Management Review enables organizations to conduct ISO-compliant management reviews of their quality management system. This feature supports both scheduled periodic reviews and ad-hoc reviews triggered by specific events.

Enabling Management Review

To enable management review for your organization:

1. Go to Settings > Company Settings
2. Scroll to Management Review Settings
3. Toggle Enable Management Review to on
4. Configure review frequency (Annual, Semi-Annual, or Quarterly)
5. Set reminder days before scheduled reviews

Review Types

Review Inputs

ProcessVault automatically collects QMS data for review inputs (ISO 9001 §9.3.2):

• Training Metrics: Completion rates, overdue training, certifications
• Procedure Metrics: Total procedures, published vs draft status
• Document Control: Overdue reviews, approval statistics
• Manual Inputs: Customer feedback, external issues, resource adequacy

Review Outputs & Findings

Document findings and decisions from the management review:

• Improvement Opportunities: Areas for enhancement
• QMS Changes: Required modifications to the quality system
• Resource Needs: Additional resources required
• Risk Actions: Risk mitigation activities

Electronic Signatures

Management reviews support electronic signatures for formal approval, providing documented evidence of review completion.

Risk Assessment (ISO 9001 §6.1)

Risk Assessment helps organizations identify, assess, and manage risks and opportunities that could affect the quality management system. ProcessVault supports both single risk register and multiple assessment modes.

Enabling Risk Assessment

1. Go to Settings > Company Settings
2. Scroll to Risk Assessment Settings
3. Toggle Enable Risk Assessment to on
4. Select mode: Single Risk Register or Multiple Assessments
5. Choose risk matrix type (3x3, 4x4, or 5x5)
6. Set review frequency

Risk Register Mode

In Single Risk Register mode, all risks and opportunities are tracked in one central register. This is ideal for smaller organizations or those new to formal risk management.

Multiple Assessments Mode

In Multiple Assessments mode, you can create separate risk assessments for different areas, projects, or time periods. Each assessment has its own owner and review cycle.

Risk Categories

• Strategic: Risks affecting business objectives
• Operational: Process and production risks
• Financial: Budget and resource risks
• Compliance: Regulatory and legal risks
• Reputational: Brand and customer perception risks

Risk Scoring

Risks are scored using a probability × impact matrix:

• Inherent Risk: Risk level before controls
• Residual Risk: Risk level after controls are applied
• Risk Treatment: Accept, Mitigate, Transfer, or Avoid

Opportunities

ISO 9001 requires organizations to identify opportunities as well as risks. ProcessVault tracks both in the same interface, allowing you to manage potential benefits alongside threats.

Calibration Records (ISO 9001 §7.1.5)

Calibration Records enables organizations to track and manage calibration of measuring equipment. This feature ensures measurement traceability and compliance with ISO 9001 requirements for monitoring and measuring resources.

Enabling Calibration Records

1. Go to Settings > Company Settings
2. Scroll to Calibration Records Settings
3. Toggle Enable Calibration Records to on
4. Configure equipment number prefix (default: CAL)
5. Set default calibration interval in days (1-730 days)
6. Choose whether to require approval for calibration records
7. Configure calibration alerts (see Calibration Alerts section below)

Equipment Categories

ProcessVault includes standard equipment categories and supports custom categories for your specific needs.

Standard Categories

Custom Categories

You can add custom categories to match your organization's equipment types:

1. Go to Settings > Calibration Records tab
2. Scroll to the Equipment Categories section
3. Enter a category name in the input field (e.g., Flow, Torque, Volume)
4. Click the + button to add the category
5. Click Save Changes to apply

Custom categories appear alongside standard categories when creating or filtering equipment. To remove a custom category, click the × button next to it.

Adding Equipment

To add calibration equipment to your register:

1. Go to Settings > Calibration Records tab
2. Click Add Equipment
3. Enter equipment details:
   • Name and description
   • Manufacturer, model, and serial number
   • Category and location
   • Owner (user responsible for the equipment)
   • Calibration interval
   • Measurement range and accuracy
   • Traceability requirements
4. Click Add Equipment to save

Equipment Owner

Assigning an owner to equipment enables:

• Automatic calibration alert notifications sent to the owner
• Clear accountability for equipment maintenance
• Owner information displayed on equipment detail page

Equipment Status

• Active: Equipment is in service and requires calibration tracking
• Inactive: Equipment is temporarily not in use
• Out for Calibration: Equipment is currently being calibrated
• Out of Tolerance: Equipment failed calibration and must not be used until corrected (auto-set when calibration fails, per ISO 9001:2015 §7.1.5.2)
• Retired: Equipment has been permanently removed from service

Equipment Images & Attachments

You can add supporting files to equipment records:

Equipment Images

• Upload photos of equipment (JPEG, PNG, GIF, WebP)
• Maximum file size: 10MB
• Images display on the equipment detail page

Attachments

• Attach supporting documents such as manuals, specifications, or procedures
• Supported formats: PDF, Word, Excel, images, text files
• Maximum file size: 25MB per file
• All attachment uploads are tracked in the equipment change history

Recording Calibrations

When calibration is performed, create a calibration record:

1. Open the equipment detail page
2. Click New Calibration
3. Select calibration type:
   • Internal: Calibration performed in-house
   • External: Calibration by accredited lab
   • Verification: Intermediate check between calibrations
4. Enter calibration results:
   • As-found condition
   • As-left condition
   • Deviations and adjustments made
   • Environmental conditions (temperature, humidity)
   • Reference standards used
5. Set status: Passed, Failed, or Conditional

Calibration Status

Calibration Certificates

Upload and manage calibration certificates for equipment:

1. Open the equipment detail page
2. Navigate to the Certificates section
3. Click Upload Certificate
4. Select the certificate file (PDF, JPEG, or PNG, up to 20MB)
5. Enter certificate details:
   • Certificate number
   • Certificate type (Internal, External Lab, Manufacturer, or NIST Traceable)
   • Issuing organization
   • Issue date and expiry date (optional)
6. Optionally link the certificate to a specific calibration record

Certificate Verification

Certificates can be verified by authorized users:

• Click Verify on a certificate
• Add verification notes if needed
• The certificate is marked as verified with timestamp and verifier name

Traceability

For equipment requiring measurement traceability:

• Mark equipment as requiring traceability
• Specify traceability standard (e.g., NIST, ISO 17025)
• Record certificate numbers from external calibration labs
• Document reference standards used for internal calibrations

Approval Workflow

When approval is required, calibration records go through a formal approval process:

1. Technician creates and completes calibration record
2. Record shows "Pending Approval" status
3. Authorized approver reviews results
4. Approver signs with electronic signature
5. Record is finalized with approval timestamp

Dashboard

The Calibration Records dashboard shows:

• Total Equipment: All tracked equipment with active count breakdown
• Overdue: Equipment past calibration due date (highlighted in red)
• Due in 30 Days: Equipment needing calibration soon (highlighted in yellow)
• Calibrations This Month: Number of calibration records created this month
• Pass Rate: Percentage of calibrations that passed vs. failed

Calibration Alerts

ProcessVault can automatically notify equipment owners when calibrations are due or overdue.

Configuring Alerts

1. Go to Settings > Calibration Records tab
2. Scroll to Calibration Alerts section
3. Toggle Enable Calibration Alerts to on
4. Set the number of days before the due date to send alerts (1-90 days, default: 14)
5. Choose notification methods:
   • Email Alerts: Send email to equipment owner
   • In-App Notifications: Show in user's notification center
6. Click Save Changes

Alert Behavior

• Alerts are sent for both upcoming and overdue calibrations
• The system checks for due calibrations every hour
• Duplicate alerts are prevented (7-day deduplication window)
• Only equipment with an assigned owner receives email alerts
• Alerts include equipment details and a direct link to the equipment page

Exporting Equipment Data

Export your equipment list for reporting or external use:

1. Go to the Calibration Records equipment list
2. Apply any filters (status, category, search) as needed
3. Click the Export button
4. Select format:
   • PDF: Formatted report with equipment details
   • Excel: Spreadsheet format (XLSX)
   • CSV: Comma-separated values for data analysis

Exports include all equipment matching your current filters.

Change History

All changes to equipment records are automatically tracked:

• View change history on the equipment detail page
• See what changed, old and new values, and who made the change
• Attachment uploads and deletions are also recorded

Failed Calibrations

When equipment fails calibration, ProcessVault helps manage the response:

Automatic Actions

• Equipment status is automatically set to Out of Tolerance
• If the Non-Conformance module is enabled, a Non-Conformance record is automatically created and linked to the calibration record (per ISO 9001:2015 §10.2)

Creating a Change Request

You can create a Change Request directly from a failed calibration:

1. Open the failed calibration record
2. Click Create Change Request
3. Select the affected procedure and priority level
4. The Change Request is auto-populated with calibration details

CAPA Module (ISO 9001 §10.2)

The CAPA (Corrective and Preventive Action) module enables organizations to systematically address nonconformities and implement actions to prevent recurrence. This module supports the full CAPA lifecycle from detection through effectiveness verification.

Enabling CAPA

1. Go to Settings > CAPA Records tab
2. Toggle Enable CAPA Module to on
3. Configure the record prefix (default: CAP)
4. Set default verification days after action completion
5. Choose whether to require approval for CAPA closure

CAPA Types

CAPA Sources

CAPAs can originate from various sources:

• Customer Complaint: Issues reported by customers
• Audit: Findings from internal or external audits
• Management Review: Issues identified during management reviews
• Risk Assessment: Risks requiring mitigation
• Internal: Issues discovered internally
• Supplier: Problems with supplier products or services
• Calibration: Failed calibration requiring investigation

CAPA Workflow

Each CAPA follows a structured workflow:

Root Cause Analysis Methods

Severity Levels

• Low: Minor issue with minimal impact
• Medium: Moderate impact requiring attention
• High: Significant issue requiring prompt action
• Critical: Severe issue requiring immediate action

CAPA Actions

Each CAPA can have multiple actions assigned:

• Containment: Immediate action to prevent further impact
• Corrective: Action to address the root cause
• Preventive: Action to prevent recurrence

Each action includes:

• Description of the action to be taken
• Responsible person assigned
• Due date for completion
• Evidence of completion when done

Effectiveness Verification

Before closing a CAPA, verify that actions were effective:

• Verification Method: How effectiveness will be measured
• Verification Criteria: Success criteria for the actions
• Verification Result: Effective, Partially Effective, or Not Effective
• Verification Notes: Documentation of verification findings

Dashboard & Statistics

The CAPA dashboard displays:

• Total CAPAs: All CAPA records
• Open CAPAs: Active CAPAs requiring attention
• Overdue CAPAs: CAPAs past their target close date
• By Status: Breakdown of CAPAs by workflow status
• By Severity: Distribution across severity levels
• By Type: Corrective vs preventive breakdown

Analytics & Reports

Monitor training progress and generate compliance reports with powerful visual analytics.

Dashboard Overview

The dashboard provides at-a-glance metrics including:

• Total Procedures: Number of SOPs in your workspace
• Active Courses: Training courses available to users
• Training Completion Rate: Overall progress percentage
• Users Behind on Training: Employees needing attention

Visual Charts

Interactive charts help you understand training performance:

• Training Trend Chart: Line graph showing completions over time (weekly, monthly, or quarterly view)
• Course Completion Rates: Bar chart comparing performance across different courses
• Compliance Gauge: Visual indicator showing overall compliance percentage
• Department Status: Horizontal bar chart showing training progress by department

Training Reports

The Training Reports page provides detailed analytics:

• Completion Rates: Overall and by course
• Average Scores: Assessment performance metrics
• Overdue Training: Users who have missed deadlines
• Certification Status: Valid, expired, and expiring certifications

Exporting Reports

Export training data for compliance and auditing:

1. Go to Training > Reports
2. Select the report type (e.g., Training Completion, Overdue Training)
3. Set date range and filters
4. Click Export
5. Download as CSV or PDF

Scheduled Reports

Automate report delivery by scheduling reports to be emailed to administrators on a recurring basis.

Setting Up Scheduled Reports

Configure automated reports in Settings:

1. Go to Settings > Scheduled Reports tab
2. Click Create Scheduled Report
3. Fill in the report details (see below)
4. Click Create Report

Report Types

Choose from the following automated report types:

• Weekly Training Summary: Overview of training activity over the past week, including completions, enrollments, and progress
• Overdue Training Alert: List of users with overdue training assignments who need follow-up
• Certification Expiry: Notifications about certifications expiring within the next 30 days
• Monthly Compliance Report: Comprehensive monthly summary of training compliance across the organization

Schedule Options

Configure when reports are generated and sent:

• Daily: Sent every day at the specified hour
• Weekly: Sent on a specific day of the week (e.g., every Monday at 8 AM)
• Monthly: Sent on a specific day of the month (e.g., the 1st at 9 AM)

Recipients

Choose who receives the scheduled reports:

• All Admins: Automatically sends to all users with admin or user admin roles
• Specific Users: Select individual users to receive the report

Managing Scheduled Reports

From the Scheduled Reports tab, you can:

• Edit: Modify report settings, schedule, or recipients
• Run Now: Manually trigger a report to be sent immediately
• Toggle Active/Inactive: Pause or resume scheduled delivery
• Delete: Remove a scheduled report entirely

Activity Logs

View a complete audit trail of all actions in your workspace.

What's Logged

• Procedure creates, edits, publishes, and deletes
• User logins and account changes
• Training enrollments and completions
• Settings changes
• Share link creation and access

Viewing Activity

1. Go to Settings > Activity Log
2. Use filters to narrow by action type, user, or date
3. Click on any entry to see details

Exporting Activity Logs

For compliance requirements, export activity logs:

1. Set your filters to the desired date range
2. Click Export
3. Choose CSV or PDF format

Integrations

Connect ProcessVault to external systems using webhooks, API keys, SCORM, and xAPI for seamless data flow and interoperability.

Webhooks

Webhooks send real-time notifications to external systems when events occur in ProcessVault.

Available Events

Creating a Webhook

1. Go to Integrations > Webhooks
2. Click Add Webhook
3. Enter a name and your endpoint URL
4. Select the events you want to receive
5. Configure retry settings and custom headers if needed
6. Click Create Webhook

API Keys

API keys allow external applications to access ProcessVault data programmatically via the REST API.

Creating an API Key

1. Go to Settings > Integrations > API Keys
2. Click Create API Key
3. Enter a name (e.g., "Mobile App", "HR Integration")
4. Select the required scopes
5. Set a rate limit (100-100,000 requests/hour) and optional expiration
6. Optionally add IP whitelist for additional security
7. Click Create Key
8. Important: Copy the key immediately - it won't be shown again

Available Scopes

• procedures:read - View and list procedures
• procedures:write - Create and update procedures
• procedures:delete - Delete procedures
• courses:read - View and list courses
• courses:write - Create and update courses
• courses:enroll - Enroll users in courses
• users:read - View and list users
• users:write - Create and invite users
• guests:read - View guest trainees
• guests:write - Create guest trainees
• analytics:read - View analytics data
• webhooks:manage - Configure webhooks

REST API Reference

The ProcessVault API is a RESTful API that returns JSON responses. All API requests must be authenticated using an API key.

Base URL

https://your-domain.com/api/v1

Authentication

Include your API key in the Authorization header:

Authorization: ApiKey pk_live_your_api_key_here

Available Endpoints

Procedures

• GET /procedures - List procedures (supports filtering, pagination, sorting)
• GET /procedures/:id - Get a specific procedure
• GET /procedures/:id/steps - Get procedure steps with images
• POST /procedures - Create a new procedure
• PATCH /procedures/:id - Update a procedure
• DELETE /procedures/:id - Delete a procedure

Courses

• GET /courses - List courses
• GET /courses/:id - Get a specific course
• GET /courses/:id/enrollments - List course enrollments
• POST /courses - Create a new course
• POST /courses/:id/enroll - Enroll a user in a course
• PATCH /courses/:id - Update a course

Users

• GET /users - List users (supports filtering by role, department)
• GET /users/:id - Get a specific user
• POST /users/invite - Invite a new user
• PATCH /users/:id - Update a user

Guests

• GET /guests - List guest trainees
• GET /guests/:id - Get a specific guest
• GET /guests/:id/enrollments - List guest enrollments
• POST /guests - Create a guest trainee

Example: List Procedures

curl -X GET "https://your-domain.com/api/v1/procedures?status=published&limit=10" \
  -H "Authorization: ApiKey pk_live_your_api_key_here"

Response:

{
  "data": [
    {
      "id": "abc123",
      "title": "Safety Inspection Checklist",
      "status": "published",
      "category": { "id": "cat1", "name": "Safety" },
      "createdAt": "2024-01-15T10:30:00Z",
      "updatedAt": "2024-01-20T14:45:00Z"
    }
  ],
  "pagination": {
    "total": 42,
    "limit": 10,
    "offset": 0
  }
}

Example: Create a Procedure

curl -X POST "https://your-domain.com/api/v1/procedures" \
  -H "Authorization: ApiKey pk_live_your_api_key_here" \
  -H "Content-Type: application/json" \
  -d '{
    "title": "New Equipment Setup",
    "description": "Step-by-step guide for setting up new equipment",
    "categoryId": "cat123",
    "status": "draft"
  }'

Example: Enroll User in Course

curl -X POST "https://your-domain.com/api/v1/courses/course123/enroll" \
  -H "Authorization: ApiKey pk_live_your_api_key_here" \
  -H "Content-Type: application/json" \
  -d '{
    "userId": "user456"
  }'

Pagination

List endpoints support pagination using limit and offset query parameters:

• limit - Number of items to return (default: 20, max: 100)
• offset - Number of items to skip (default: 0)

Filtering

Most list endpoints support filtering. Common filters include:

• status - Filter by status (e.g., draft, published, archived)
• categoryId - Filter by category
• departmentId - Filter by department
• search - Search by title or description

Error Responses

The API returns standard HTTP status codes:

• 200 - Success
• 201 - Created
• 400 - Bad request (invalid parameters)
• 401 - Unauthorized (missing or invalid API key)
• 403 - Forbidden (insufficient scopes)
• 404 - Not found
• 429 - Rate limit exceeded
• 500 - Server error

SCORM Support

ProcessVault supports SCORM 1.2 and SCORM 2004 for e-learning interoperability. Import existing SCORM packages or export your courses for use in other learning management systems.

Importing SCORM Content

1. Go to the Training page
2. Click the Create dropdown button (top right)
3. Select Import SCORM Package
4. Drag and drop your SCORM .zip file, or click browse to select it (up to 500MB)
5. Wait for upload and validation (the manifest is automatically parsed)
6. Review the package information (title, type, mastery score)
7. Enter or edit the course title and optional description
8. Click Create Course to add it to your training catalog

Exporting Courses as SCORM

Export your ProcessVault courses for use in other Learning Management Systems:

1. Open the course and go to Settings
2. Click Export as SCORM
3. Choose SCORM 1.2 or SCORM 2004
4. Set mastery score and assessment options
5. Click Generate Package
6. Download the .zip file when ready

xAPI (Experience API)

ProcessVault includes a built-in Learning Record Store (LRS) for capturing xAPI statements.

Configuring xAPI

1. Go to Settings > Company Settings
2. Enable xAPI Learning Record Store
3. Set Basic Auth credentials for external content
4. Copy the LRS endpoint URL

Viewing xAPI Data

1. Go to Integrations > xAPI Dashboard
2. View statement analytics and verb distribution
3. Browse recent learning records
4. Filter by actor, verb, or activity

ERP Integration

ProcessVault integrates with popular ERP systems to automatically sync vendor data with your supplier database. This enables seamless data flow between your accounting/ERP platform and ProcessVault's supplier management features.

Supported ERP Systems

Setting Up an ERP Integration

1. Go to Settings > Integrations > ERP Integrations
2. Click Add Integration
3. Enter a name for the integration (e.g., "Production QuickBooks")
4. Select your ERP type from the dropdown
5. Enter the API Base URL for your ERP instance
6. Choose your authentication method and provide credentials:
   • OAuth 2.0: Client ID and Client Secret (you'll be redirected to authorize)
   • API Key: Your ERP-generated API key
   • Basic Auth: Username and password
7. Set the sync frequency (Manual, Hourly, Daily, or Weekly)
8. Click Create Integration
9. Click Test to verify the connection

Syncing Vendors

Once connected, you can sync vendor data from your ERP to ProcessVault's supplier database:

1. Click Preview on your ERP integration card to see available vendors
2. Click Sync to import or update vendors as suppliers
3. During sync, ProcessVault will:
   • Create new suppliers for vendors not in ProcessVault
   • Update existing suppliers if matched by name or Tax ID
   • Link suppliers to their ERP vendor records for ongoing sync

Automatic Sync

Configure automatic synchronization to keep your supplier data up to date:

• Manual: Sync only when you click the Sync button
• Hourly: Automatically sync every hour
• Daily: Automatically sync once per day
• Weekly: Automatically sync once per week

Field Mapping

ProcessVault automatically maps ERP vendor fields to supplier fields. Default mappings are provided for each ERP type, but you can customize them:

1. Open the ERP integration settings
2. Navigate to the Field Mapping section
3. Map ERP fields to ProcessVault supplier fields (name, email, phone, address, tax ID, etc.)
4. Click Save Mapping

QuickBooks Bidirectional Sync

QuickBooks Online supports bidirectional sync, allowing you to push ProcessVault suppliers to QuickBooks as vendors:

1. Open a supplier that isn't linked to QuickBooks
2. Click Link to QuickBooks
3. The supplier will be created as a vendor in QuickBooks and linked for future syncs

When you update a linked supplier in ProcessVault, changes can be pushed to QuickBooks automatically or manually.

Troubleshooting