HR

Step-by-step guide

This guide explains how to view and create Record Groups, which can be used to control access to employee records for HR-type user roles, based on the employee's assigned Record Group.

Contents

• Introduction
• Assigning a Record Group to an employee
• To view/create Record Groups
• Controlling access to Record Groups
• Bulk Change
   

Introduction

Record Groups are a way of grouping people records in the system and relate 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 Record Groups; they should be grouped based on how you wish to apply permissions to your people records (e.g., 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.

• This Record Group is then visible and, if required, changeable on the Employment Details tab, which can be accessed navigating to Personal > Personal Details

• Record Groups enable those in HR User-type roles to allow different access to employee records based on the Record Group the employee is in.

To view/create Record Groups

• Go to System Configuration > 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

• See the HR user record and field group security guide for how to manage access.

Bulk Change

Record Group is one of the fields that can be amended for a group of records via Data Management > Bulk Change.  See the Bulk Change - Employee Record Group guide for more details.