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Security - Field Group Management

Chris Ayris
Updated
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This guide will show you how to view, manage and create Field Groups to apply an additional layer of security to Pages or Record Groups.

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Contents

 

Introduction

A field is a single data entry area somewhere in the HR system, eg job title. These fields can be put into groups and then the relevant access is given to user roles.

This means that even though the user role might have access to a specific page, eg Job and Pay, if fields are in a group and that user role does not have access to that group they will be able to see the job and pay page but not those specific fields.

 

To view field groups

  • Go to the following area:
    • Latest (left-hand) menu: System Configuration > Manage Fields Groups and Fields
    • Pre-2025 (top) menu: System > Security > Manage Fields Groups and Fields
  • A list of the existing field groups will be presented

 

To view the contents of a field group

  • Click on the triangle to the left of the field group you wish to view, to expand and show the fields within
  • The contents indicates the Table that the field is in and the Field
  • The Delete option will remove that field from that group

 

To add a field to a field group

  • Click on the triangle to the left of the relevant field group to expand
  • Click the Add New Record button which is below the field group name
  • Select the Table that contains the field, and the Field and then click Update
  • Any user in a user role that has access to that Field Group will now have the same permissions for that newly added field as any other fields in that group

Notes: 

  • Fields can only be in one group at a time, so if you add a field that is already in another group, it will be removed from the previous group, to add it to the new one.
  • There is a report called the V9 upgrade field list report which can be helpful to check which fields are in groups.  If you don't see the report check your user role access, and if still not listed then raise a request to Customer care to add the report
  • Configuration of field based security and field groups needs to be managed with caution and it is suggested that tests of the roles are undertaken to ensure that the role does not have access to information that it should not be able to see.
 

To create a new field group

  • Go to the following area:
    • Latest (left-hand) menu: System Configuration > Manage Fields Groups and Fields
    • Pre-2025 (top) menu: System > Security > Manage Fields Groups and Fields
  • A list of the existing field groups will be presented
  • Click Add New Record
  • Name the field group and then click Update
  • Edit will enable you to alter the description name of the group

Notes: 

  • It is recommended that similar fields should be kept together in the same field group - eg all lines of an employee address
  • Further Information Fields – Consideration must be given to fields that have been created as further information fields. Unless they are put into a field group and secure access allocated to them as part of the user role configuration then data held in these fields will be visible to all users of the system
    However, if you previously upgraded from the desktop version of HR, you may find that some FI fields are in a group HROnly_CF if no security has been previously applied
 

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