Skip to main content

Record Groups

Delroy
Updated

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

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 the following area:
    • Latest (left-hand) menu: Personal > Personal Details
    • Pre 2025 (top) menu: Personal Data > Personal Information > Personal Details

Note: Record Group also appears in the Job Details page 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 from 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 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 the following area:
    • Latest (left-hand) menu: System Configuration > Manage Record Groups
    • Pre 2025 (top) 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 (left-hand) menu: System Configuration > Role Management
    • Pre 2025 (top) 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 (e.g., Normal User, Manager, and Assistant).

 

Bulk Change

Record Group is one of the fields that can be amended for a group of records in the following area:

  • Latest (left-hand) menu: Data Management > Bulk Change
  • Pre 2025 (top) menu: People Admin > Tasks > Bulk Change

Please refer to the Bulk Change - Employee Record Group guide for more details.

 

Footer

Related articles

Comments

0 comments

Article is closed for comments.