To remain compliant with various privacy policies, you can restrict or grant access to profiles in intelliHR that have a finalised job end date in the past by applying or removing the people.past_profile.view from your Permission Groups.
This article covers:
- How does this permission work?
- What will this permission restrict access to?
- How do I remove this permission from my permission groups?
How does this permission work?
The people.past_profile.view permission is a functional permission that if applied, will grant visibility of profiles with a finalised job end date in the past to profiles that the user has access to view.
A combination of the below permissions must also be applied to the permission group for this permission to work.
- people.profile.view#all - View profiles of all people
- people.profile.view#own - View own people
- people.profile.view#subordinates - View profiles of subordinates
If the permission group has both people.past_profile.view and people.profile.view#all, the users in that permission group will be able to see ALL people profiles including past, current, upcoming and exiting employees along with profiles that do not have a job record. This combination of permissions is likely right for HR Administrators, Payroll Teams and those who should be able to access information on ALL employees.
If the permission group has both people.past_profile.view and people.profile.view#own, the users in that permission group will be able to see their own profile only. They will not be able to search for their team members and will not be able to search for past people profiles.
If the permission group has both people.past_profile.view and people.profile.view#subordinate the users in that permission group will be able to see only profiles (past and present) of people that have reported to them. You will likely want to combine this with the people.profile.view#own permission.
What will this permission restrict access to?
Searching for past profiles
If this permission is not applied to a permission group, the users in that permission group will not be able to search for or view profiles where the job end date has been finalised and is in the past.
They will still be able to view and search for profiles where the end date has not yet been finalised (even if it is in the past), profiles with a finalised end date in the future, profiles that have a concurrent job where one job has not been finalised, profiles with an upcoming start date and profiles with no job record.
Users without this permission won't be able to search past people profiles in the People Directory, the Global Search Bar, the Event Calendar or use the backdating functionality in the Organisation Chart.
Create back dated jobs
If this permission is not included in a user's permission group, they won't be able to create jobs where the end date is in the past.
Issue Tasks
If this permission is not included in a user's permission group, they will not be able to manually Issue Tasks about or to employees with a finalised end date in the past from Engagement >> Tasks >> Issue Tasks.
Complete Forms with a Past People Dropdown Field
The user must have permission to access past people to complete a form with a past people dropdown field.
Forms with a past people dropdown field won't work for non- logged in users but non logged in users can still complete forms with an active people dropdown field.
How do I remove this permission from my permission groups?
As part of our rollout of this permission, to ensure that none of your existing processes are affected, we have automatically applied this permission to all permission groups with any combination of the below permissions.
- people.profile.view#all - View profiles of all people
- people.profile.view#own - View own people
- people.profile.view#subordinates - View profiles of subordinates
- people.index - Browse People (View People Directory)
- organisation.chart - View Organisation Chart
- event_calendar.view - View event calendar
- form_instances.create - Create Form Instances
To take advantage of this new feature, you can remove this permission from your permission groups. To do this, follow the below steps.
1. Navigate to Settings >> Permissions.
2. Select the ellipses symbol (...) on the line of the permission group you would like to review and select Edit.
3. In the search bar, enter people.past_profile.view and untick the Allow check box.
4. Select Save.