HR case managementSensitive cases handled fairly, on time and out of sight
Dev Soft UK designs and builds HR case management for you with DocView Capture, DocView Web and DocView OmniRead. Grievance, disciplinary, absence and investigation cases each get a locked-down file, a clear timeline of what happened when, and tasks that keep every stage of your procedure moving.
| Case | Type | Opened | Next step | Status |
|---|---|---|---|---|
| HR-0218 | Grievance | 28/10/2026 | Hearing 19/11 | Open |
| HR-0221 | Investigation | 04/11/2026 | Witness statements | Open |
| HR-0209 | Absence | 12/09/2026 | Review meeting 25/11 | Fit note due |
| HR-0197 | Disciplinary | 18/08/2026 | Appeal outcome letter | Appeal |
| HR-0185 | Grievance | 02/07/2026 | - | Closed |
Illustration with sample data.
The most sensitive files are often the least controlled
Investigation notes sit in a manager's personal folder. Witness statements are e-mailed to people who did not need them. Fit notes arrive on paper and are photocopied. When a case reaches an appeal or a tribunal, HR has to rebuild the sequence of events from memory and inbox searches.
Missed steps cause harm too: an invitation sent late, an outcome letter never filed, or a review meeting that slipped because nobody was reminded.
Need-to-know access
Only the people working on a case can open its documents, and the history shows who has worked on each document.
The stages of an HR case
Open
A grievance, concern or absence trigger starts a case.
Restrict
Access goes to the case handler and named people only.
Investigate
Statements, notes and evidence are gathered on file.
Meet
Invitations, meeting notes and adjournments are recorded.
Decide
The outcome letter is approved, sent and filed.
Appeal or close
An appeal reopens the file; otherwise it is closed.
Controls already in DocView
Documented features of DocView Web and DocView Capture that this solution rests on.
Permissions by group
Users, groups and permissions in DocView Web decide who can open each document type and what they can do.
A case file per matter
Document cases group a case's papers together, with controlled access for an outside investigator or adviser.
Document history
A record of what happened to each document and who did it.
Procedure as a workflow
Steps assigned to a user or role, with forms that capture decisions and change what happens next.
Single sign-on
Sign-in through Azure Active Directory or SAML, using the accounts your organisation already manages.
Paper and handwriting
DocView Capture scans paper fit notes and handwritten meeting notes and reads print and handwriting into fields.
Built around your own procedures
Your disciplinary, grievance and absence procedures set the stages and the people involved. We turn them into case types in DocView.
- We configure case types for grievance, disciplinary, capability, absence and investigation, each with its own fields
- We build a case timeline showing each event, meeting, letter and decision in date order
- We add key-date reminders for meetings, fit note end dates, review points and appeal windows you set
- We build letter templates for invitations and outcomes, filled in from the case and approved before sending
- We keep the case handler, the hearing manager and the appeal manager apart where your procedure needs it
- We configure retention for closed cases to match your own retention policy
- We build case reports by type, age and stage that show numbers, not personal details
HR teams with cases to run and records to defend
- In-house HR teams in growing employers
- Employee relations specialists
- Shared services handling many sites
- Public sector and education employers
- Care and health employers with conduct cases
- HR consultancies running cases for clients
Case files sit beside the employee's main record. For starters' packs and right to work evidence, see employee onboarding. When an employee asks for their data, see subject access requests.
HR case management questions
Is this an off-the-shelf product?
No. It is DocView Web and DocView Capture configured for your HR procedures and, where needed, extended by Dev Soft UK. Permissions, cases, history, workflows and capture are part of DocView; case types, timelines, reminders, letter templates and reports are configured or built by us.
Can line managers see cases about their own team?
Only if you decide they should. Access is set by group and case, so a manager can be given a single case they are hearing and nothing else.
Can an external investigator work on a case?
Yes. A DocView Web document case can give an outside party controlled access to the documents for that case only.
Does it tell us how to run a disciplinary or grievance?
No. Your own procedures, and the code of practice and advice you follow, decide how a case is run. DocView is designed to help you follow them consistently and keep a record that you did.
Where is the data kept?
Where you choose. Employers who want HR records kept in-house can run DocView on their own servers or cloud; otherwise it can be hosted by us on Azure, AWS, Google Cloud or another provider of your choice.
Give every HR case a proper file
Tell us how grievance, disciplinary and absence cases are handled today. We will show you how DocView could keep them secure and on track.