Security Permissions

Security Groups

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

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, a drop down menu will appear which will allow users to switch between different systems they are linked to using selector in the top right corner.

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 effect the new system.

Security Groups Explained

All users are assigned to one or more Security Groups. Security Groups define the users 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 and 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 teams records. The Orange X's signify that the settings and standard (Hard Coded) to ensure that Employee and Manager interaction 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 portal, select the Maintenance TAB.
2. Select the Groups Folder from the More tab.
3. You should see a list of Group Names. These are the existing Security Groups.
4. Select the Security Group you wish to modify.
5. Here you can modify the Group Name or Group Description.
6. Next select the Permissions SubTAB.
7. You should see a Core Modules column and an Allow Access column.
8. A tick in the Allow Access column adjacent to a Core Modules means that this Security Group has access to these features in the system.
9. Select one of the Core Modules. 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.

What Security Groups are assigned to a particular user

1. After logging into Subscribe-HR, select the Maintenance TAB.
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 New Group

1. After logging into Subscribe-HR, select the Maintenance TAB.
2. Select the Groups Folder from the More tab.
3. Select the [Add new record] button.
4. Enter the Group Name.
5. Record if the Group is a Self-Service Group.
6. Click [Save] button.
7. Click Groups.
8. Select the Group you have just Created.
9. Click Permissions.
10. Select "Human Resources" for example
11. 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).
12. 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

Multiple 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 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.
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 login and out under different accounts.

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 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 Subscribe-HR, select the Maintenance TAB.
2. Select the Groups Folder from the More tab.
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