Security - User role management overview

This help guide will give you an overview of how to configure user roles in HR within Role Management.

Contents

• Introduction
• To view/create User Roles
  • Details
  • Actions

Introduction

User Roles are set up and configured according to the requirements of your organisation, dependent on the number of role types that may be required. A User Role determines what employees in that role have access to see and do within HR.

To view/create User Roles

• Go to System Configuration > Role Management
• A list of existing user roles will be presented
• Click on the role that you wish to view. A screen showing Actions will enable you to configure the various elements of the role according to requirements
• If you wish to create a new role, click Insert New Record. You will be taken into the Details for that role where you can name, etc., the role. If you are viewing an existing role, the Details will show how it has been configured

Details 

If you are creating a new role, then you can name and select the type of user for that role. There are four main types of users:

• Normal User - access to own record only
• Manager - access to own record and those of subordinates
• Assistant - used for an employee permanently acting on behalf of their manager for verifications, e.g. a PA to the CEO. This role will enable a user in this role to see the subordinates of their manager
• HR User - access to own and all records for which access has been enabled. See the related information on Record Groups

• The Details screen below also enables you to configure the accessibility of future financial information and the ability to record payments and allowances (highlighted in green)
• Sliders determine the method of login and whether to Show Alerts (highlighted in red)
• The chevron icon in the top right corner of the screen enables quick access to the Actions list (highlighted in orange) so that other security aspects can be configured for the role

• There is also the option to duplicate the user role on this screen when viewing an existing role, so you can copy the security settings to save creating new roles from scratch
   

Actions

• The Actions list will enable you to configure the various aspects of the user role

• Details takes you to the initial overview screen
• Pages controls the pages the user can access for their own and subordinate records (if applicable) and to control the accessibility of the Letter Communication button to generate individual letters from the corresponding page. This also controls the Action buttons the user will have access to via the 'Role Management' prefixed pages

• Additional Information controls the categories the user can access for their own and subordinate records (if applicable), and whether they can edit or just view the category
• Jobs Additional Information controls the categories the user can access for their own and subordinate records (if applicable), and whether they can edit or just view the category
• Published Documents determines which published (Company) documents users in the specific role can access
• Safeguarding Templates controls the categories (if the optional Safeguarding module is installed) that the user can access for their own and their subordinate records (if applicable), and whether they can edit or just view the category
• Letters determine which mail merge letters that have been set up can be run by users in that role. Users must have access to either the letter library/store or the communication button (or both) to run letters
• The Users option will display and manage which employees are in each role
• Code Tables controls which code tables the user role has access to and what the permissions are for managing each one. Users in the role must have access to the Code Table page to access this option
• Record & Field Group Security is only accessible to the HR User Role Type.

• Own Field Group Security is used to determine what access users have in their role for their own record.
• Subordinate Field Group Security is used to determine what access users have in the role to their subordinates' records.
• Reports determine which reports in the role are able to run. Users in this role must have access to the reporting and subset pages to run reports
• The Payroll option will only be available if Ciphr Paylink is installed. This option controls access to payroll
• Single Sign On is used to control accessibility to any third-party products Ciphr HR may be linked to
• Data Validation controls which validation templates the user has access to (if installed).
• Roles control which user role profiles a user has access to and is covered in more detail in the next section
• Review Types controls access to Talent Management Review Types access per user role, if Enhanced Security has been enabled within the Review Type Configuration