Security Permissions

Security Groups

Subscribe-HR comes with 5 Security Groups already defined to get you started.

These User/Security Groups are:

• System Administrator
• Developers
• Employee Self-Service
• Line-Manager Self-Service
• Directors and Executive Management

Please note that if there are multiple Security Groups assigned to a User, they will be able to Flick between these groups using a Function, located on the top left of the user interface. See Also Multiple Security Groups Assigned to a User.

To navigate to User/Security Groups, use the menu on the left-hand side of the System. Go to General > Maintenance > Groups.

If you cannot see the Maintenance Tab or the Groups Folder, you may not have the correct permissions to perform Security Group changes.

Team Dashboards User/Security Groups

Subscribe-HR Team Dashboards comes with 10 Security Groups already defined to get you started.

These User/Security Groups are:

• System Administrator.
• Developers.
• Employee Self-Service.
• Line-Manager Self-Service.
• CEO.
• Hiring Manager.
• Onboarding/Offboarding.
• HR Advisor.
• Recruiter.
• People & Culture.

Please note that if there are multiple Security Groups assigned to a User, they will be able to Flick between these groups using a Function, located on the top left of the user interface. See Also Multiple Security Groups Assigned to a User.

To navigate to User/Security Groups, use the menu on the left-hand side of the System. Go to General > Maintenance > Groups.

If you cannot see the Maintenance Tab or the Groups Folder, you may not have the correct permissions to perform Security Group changes.

Switching Between Systems

When an account is created in a system for a User that already exists in another system, a confirmation email will be sent asking if that account should be linked. Once confirmed, an "ICON" will appear, which will allow Users to switch between the different systems they are linked to using selector which is located on the left-hand side of the "User Group" selector.

To switch between Systems:

1. Click the drop down on the top right-hand side of the system that has the name of the system you are currently in.
2. Click the system you wish to switch to, the new system will load, and any changes you make from that point on will affect the new System.

Security Groups Explained

All Users are assigned to one or more User/Security Groups. User/Security Groups define the User’s permissions within the System (this is what data the User can see and what functions and access the User has over changing the data).

User permissions can be set for:

• View.
• Update.
• Create.
• Delete.

The additional options are:

• View (By Manager).
• Update (By Manager).
• Create (By Manager).
• Delete (By Manager).

These options relate to how the Manager can interact with their team’s records. The Orange X's signify that the settings are standard (Hard Coded) to ensure that Employee and Manager interactions can be perform easily and logically.

To Select the Option that you wish to assign to the Group, Click the Checkbox associated to the option required.
Example: Employee Training Records (View, Update). Employee (View). Employee Property (View). Once finished, click [Save] button.

Locating and Editing Security Groups

1. After logging into the Subscribe-HR Platform, select "Maintenance" from the left-hand navigation (under ‘General’).
2. Select the Groups Folder.
3. You should see a list of Group Names. These are the existing User/Security Groups.
4. Select/click on the User/Security Group you wish to modify.
5. Here you can modify the Group Name or Group Description.
6. Next select the Permissions SubTAB (in the left-hand side navigation menu).
7. You should see a Core Solutions column and an Allow Access column.
8. A tick in the Allow Access column adjacent to a Core Solutions means that this Security Group has access to these features in the system.
9. Select one of the Core Solutions. Example: Human Resources or Recruitment or Maintenance.
10. You should see a table with the folders down the page and allowable permissions across the page.
11. If you wish to change the access on an entire folder simply check or remove the check in the appropriate column adjacent to the folder.
    Example: Removing a check from the Delete column adjacent to the Employee folder will cause any user that has this Security Group singularly assigned to not be able to delete Employee's. If you wish to change the access at a page level, (allow or remove access to someone Viewing or Editing a field) select the folder and this will drill you down to the next level.
12. If you are making modifications to the Folder level ensure you select the [Save] button before drilling to a deeper level.

Team Dashboards Users - Locating and Editing Security Groups

1. After logging into the Subscribe-HR Team Dashboards Platform, select "Maintenance" from the left-hand navigation (under ‘General’). 2. Select the Groups Folder. 3. You should see a list of Group Names. These are the existing User/Security Groups within the System. To add a new Group see below. 4. Select/click on the User/Security Group you wish to modify/assign access to. The options are:

• System Administrator.
• Developers.
• Employee Self-Service.
• Line-Manager Self-Service.
• CEO.
• Hiring Manager.
• Onboarding/Offboarding.
• HR Advisor.
• Recruiter.
• People & Culture.

This will open the “General” page of the User/Security Group settings. 5. On the General page you can assign/modify the following settings:

• Group Name - change the Group name if required.
• Assign Solution – assign/modify the Solutions that this User/Security Group has access to. Use the check box to tick/untick which solutions that User/Security Group can see, use and interact with.
• Group Description - change the Group description if required.
• Dashboards - assign/modify the Dashboards that this User/Security Group has access to. Click the ‘X’ to delete Dashboards already in the Dashboards field. To add other Dashboards, click within the blank space of the Dashboards field and a dropdown menu will appear. Select which other Dashboards to assign to that User/Security Group.
• Click “Save.”

6. Next select the Permissions SubTab (in the left-hand side navigation menu under ‘Groups.’ Note: the Permissions Subtab will only appear after you have clicked/opened a User/Security Group). 7. Within ‘Permissions’ there are multiple Tabs whereby you can assign/modify User/Security Group Permissions. The Tabs are:

• Solutions – the list of options here are the same as the list of options in the ‘Assign Solution’ step on the ‘General’ page for each User/Security Group (see above).
• Objects – this is where you assign/modify Object Permissions to each of the Elements within each of the Objects within each of the Solutions. To assign/modify Permissions, select an Object from the ‘Select Solution Name’ dropdown and then for each Object that appears in the list, specify if that Object should be able to be Viewed, Created, Updated or Deleted by that User/Security Group.
• Fields – this is where you assign/modify Permissions to each of the Fields in each of the Solutions. To assign/modify Permissions, select an Object from the ‘Assign Field Permissions’ dropdown and then for each Object that appears in the list, specify if that Object should be able to be Viewed, Created, Updated or Deleted by that User/Security Group.
• Tools/Widgets/Wizards/Workbench – this is where you assign/modify Permissions to each of the Tools/Widgets/Wizards/Workbenches in each of the Solutions. To assign/modify Permissions, select a Tools/Widgets/Wizards/Workbench from the ‘Assign Tools/Widgets/Wizards/Workbench Permissions’ dropdown and then for each option that appears in the list, tick or un-tick the checkbox to assign access to that User/Security Group.
• Other Tools – this is where you assign other Tool Permissions (those not included in the other Tabs). For each option in the list, tick or un-tick the checkbox to assign access to that User/Security Group.

What Security Groups are assigned to a particular User

1. After logging into the Subscribe-HR Team Dashboards Platform, select "Maintenance" from the left-hand navigation (under ‘General’).
2. Select the Users Folder.
3. Select the User.
4. Locate the Security Group options box, any checks in this options box mean that this User has the selected Security Group assigned to them.

Adding a New Group

1. After logging into the Subscribe-HR Team Dashboards Platform, select "Maintenance" from the left-hand navigation (under ‘General’).
2. Select the Groups Folder.
3. Select the [Add new record] button.
4. Enter the Group Name.
5. Record if the Group is a Self-Service Group.
6. Enable Hiring Manager. Assigned the ability to have this person to interact with Hiring through the Recruitment Solution.
7. Dashboards (Team Dashboard Users Only). Allows you to assign Dashboards to the Group, so that the user can interact with Dashboards which is located under the User Group option in the Dashboard.
8. Click [Save] button.
9. Click Groups.
10. Select the Group you have just Created.
11. Click Permissions.
12. Select "Human Resources" for example
13. Configure the Groups Setting by Selecting the Objects and the Object Options that are to be set-up: e.g. Employee (Update). Employee Medical (Update and View).
14. Click [Save] button to save the settings.

Deleting a Group

To Delete a Group, simply select the Group in the List all screen and then click [Delete] button.

Multiple Security Groups Assigned to a User

This feature is available in Team Dashboards and for Users without Team Dashboards. For Users without Team Dashboards, this option is available at the top right of the screen, to the left of settings. It will only show if you have been assigned Multiple Groups. For Team Dashboard Users, this feature is available on the top left of the Dashboard itself. Multiple User/Security Groups can be assigned to Users. If multiple Groups have been assigned to a User, they can flick between these Groups by using the Change Identity or Group Flicker function located at the top left (Non-Team Dashboard) of the User interface.

By assigning multiple Groups to a User, you can allow them to work using these different roles.
Example: System Administrator and Self-Service, or System Administrator and Payroll Manager. Or Onboarding and Recruitment. Or all User Groups.
You can also use this function to test different Users Groups to see if they are set-up as per requirements prior to launch, to save you from having to log in and out under different accounts. For Team Dashboard Users, different roles will allow for access to different Dashboards, containing the relevant Dashboard Widgets for that User’s permissions.

Group Filtering

Group Filtering can be set-up to allow specific Users to interact with areas of the system according to specific filters, which interact with their overall Security Group.
Example: You can set-up a Filter that applies to an Interview Panel which has been assigned to a Vacancy. So that any of the Interview Panel, can view the Applicants for that Particular Vacancy.

1. After logging into the Subscribe-HR Platform, select "Maintenance" from the left-hand navigation.
2. Select the Groups Folder.
3. Select a Group.
4. Select the Filtering Sub Folder.
5. Click [Add new record].
6. Mark Active as Yes.
7. Select the Object that the Filter Applies to. (In the Example above, this will be the Vacancies Object).
8. Select Apply To Parent Object Only as Yes or No.
9. Click [Save] button.
10. Then you will have access to the Conditions that can be set-up.
11. Select Condition (In the Example above, this could be the Default Interview Panel (Vacancies) - Equals To - Logged In User).
12. Click [Save] button.

See Also Adding Security Groups