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HR Security - Record Groups

Samantha
Updated

HR

Step-by-step guide

This guide will show you how to view and create Record Groups. 

Contents

Introduction

Record Groups are a way of grouping people records in the system and relates to a security setting that determines what data HR type users can view or edit in relation to people in the Record Group.

You can have an unlimited number of Records Groups; they should be grouped based on how you wish to apply permissions to your people records. Eg Location, Business hierarchy etc.

People records must be assigned to a Record Group, but they can only exist in one group.

 

Assigning a Record Group to an employee

When a new employee record is created they are put into a Record Group (entity will also display if you have Multi Entity configured)

  • This Record Group is then visible and if required, changeable on the Employment Details tab which can be accessed via:
    • Latest menu: Personal > Personal Details
    • Pre 2025 menu: Personal Data > Personal Information > Personal Details

Note:
Record Group also appears in the Job Details page (within latest menu: Job, Pay & Reward > Job and Pay Configuration > Jobs/Pre 2025 menu: People Admin > Jobs) but is only relevant where you are importing data from a recruitment system (optional functionality) which will have been discussed during implementation consultancy if this applies to your system setup.

Assigning someone to a Job where the Record Group differs to what is recorded in their Personal Details will not overwrite the information so the field can be left blank, unless part of a candidate data import process that has been configured on your system.
  • Record Groups enable those people in HR User type roles to allow different access to employee records based upon the Record Group the employee is in

To view/create Record Groups

  • Go to the following area:
    • Latest menu: System Configuration >Manage Record Groups
    • Pre 2025 menu: System > Security > Manage Record Groups
  • A list of the existing Record Groups will be presented

  • The Edit button will enable you to change the name of the Record Group
  • There may be a Delete option but this will only be available if there are no employee records in that Record Group and therefore no historical data attached 
  • Use Add New Record to create a new Record Group

Controlling access to Record Groups

  • Go to the following area:
    • Latest menu: System Configuration > Role Management
    • Pre 2025 menu: System > Security > Role Management
  • Click on the HR type User Role that you want to check or change the Record Group
    access for
  • From the Actions click on Record & Field Group Security. The screen will display the HR User Role that is being viewed, the Record Groups that the role has access to and the level of access to information within that group

Note: As Record Group security only applies to HR User Roles, the Record & Field Group Security Action button is not visible on other Types of User Role (eg Normal User, Manager and Assistant)

 

Bulk Change

Record Group is one of the Fields that can be amended for a group of records via:

  • Latest menu: Data Management > Bulk Change
  • Pre 2025 menu: People Admin > Tasks > Bulk Change

Please see the Bulk Change Overview guide for more details.

 

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