As part of the Access Control Section in Settings there is a list of every permission in the platform. There are over 400 different permissions affecting what users can see, do or access in the platform, these can be categorised into 3 key areas as seen below.
This article covers:
- Permission Type Categories
- People Data Permissions
- Major Function Permissions
- System Options Permissions
Permission types can be categorised into 3 key areas
- People Data Permissions: Relate to elements of information stored on an employee’s profile.
- Major Function Permissions: Work with People Data permissions to allow or deny overall access to key platform features.
- System Options Permissions: Control a user's ability to access different parts of the platform and make changes to the way the platform operates.
People Data Permissions
These types of permissions are the largest category and will affect your end users the most. They relate to elements of information stored on an employee’s profile, including:
- Personal Details
- Contact details
- Work Rights
- Medical Conditions/Emergency Contacts
- Completed Form Instances
- Job Data
- Training
- Goals
- Manager’s Log
- Manager Feedback
- Diary Notes
- Performance Management
- Documents
- User Accounts
People Data Permissions relate to these areas in two ways:
- They determine whether a user can view, create or edit an element of information on an employee’s profile.
- They also determine who the employee can perform this action on i.e. their own profile, those of subordinates or any employee.
Major Function Permissions
These permissions grant overall access to key platform features. Specifically, they relate to the ability to:
- View a Profile in the platform
- Access a Profile from the People Directory or Org Chart
- Edit/Add a Person
- View/Edit a Person’s Job
- View/Edit Diary Notes
These permissions work in conjunction with People Data Permissions (see below). While it is necessary to have the relevant Major Function permission enabled to perform an action in the platform, they are not always sufficient on their own to allow access.
For example, a manager may have the People Data permissions to view the Diary Notes of their direct report, but they must also have the “View Diary Notes” permission enabled at a Major Permission Level to access the diary note on their direct report’s file.
People Data vs Major Function Permissions
Major Function Permissions manage access at a broad, big-picture level, while People Data permissions are more finely tuned.
Information stored on this platform is highly valuable and also potentially very sensitive. It is for this reason that there are two layers of permissions governing access to key parts of the system.
System Options Permissions
These permissions control access to different parts of the platform and whether users can make changes to the way the platform operates. These permissions relate to:
- Access to System Areas
- Organisational Chart
- Analytics
- Compliance pages
- Forms
- Work Rights
- Leave
- Performance Management
- System documents
- Managing Platform Access for others
- User Accounts
- Permissions
- Customising Option Lists
- Category lists
- Drop down menus
- Managing Outbound Communications
- Form Designs
- Pulses
- Workflows & Form Batches
- Email Templates
Many of these areas are integral to the way the system is set up and operates. Others control access to potentially sensitive information. For this reason, we recommend working with your customer success team if you need to make any changes, and regularly checking that access is configured correctly for your needs.