Assign the same Set Rights to multiple employees

This topic gives guidance on assigning the same Set Rights Set Rights are the system permissions you allocate to employees to control the information available to a user about other employees. permissions to employees when Set Rights Roles are not available.

If the package does not include Set Rights Roles, use Copy Rights From instead of updating each employee's Set Rights one by one.

First, add a Team Where Clause Allows you filter records using a specific criteria. with the Follow option selected to the record of the employee to copy from. This makes sure employees only view information they are allowed to view.

This topic covers:

• Copy Set Rights from one line manager to another

• Assign Set Rights with the Follow option to a standard employee

Copy Set Rights from one line manager to another

To copy Set Rights from one employee to another, add a Team Where Clause with the Follow checkbox selected. The system then uses the information in the My Details tabs instead of a set value.

For example, give a line manager a Team Where Clause of TheLineManager = '{LineManager}'. Copy their Set Rights to another line manager, and both line managers can view the employees who report to them. This works because the clause follows the name in the My Line Manager dropdown in the Contract tab of My Details.

To give all line managers the same Set Rights without updating each record:

Open the line manager's Set Rights

1. Sign in to Staffology HR.

2. Go to Directories in the navigation bar.

3. Search for the required line manager and select their record.

4. Select Edit.

   The line manager's record opens.

5. Select Personal.

6. Go to Actions, then select Set Rights.

   

   The line manager's Set Rights screen opens.

Set the indicators

1. The line manager's self rights show under their name.

   Selecting any indicator in the Self Rights section allows the line manager to update these areas in their own record and in other records. For a more detailed choice of areas, use the Advanced option instead.

   The Assign Basic Set Rights topic explains the Self Rights indicators.

   

2. To give the line manager access to system areas, select the checkboxes in the Indicators section.

   The Indicators section of the Assign Basic Set Rights topic explains each indicator. Return to this topic after setting them.

Build a Team Where Clause with the Follow option

1. In the Team Where Clause section, select the Builder icon.

   

2. The Where Clause Builder screen opens.

   Add the criteria here so that, after copying these Set Rights to another line manager, both line managers can view the Group Absence When an employee or worker is absent from work. This can be for a variety of reasons. Calendar for the employees who report to them.

   Later, allow the line manager to View, Create, Modify or Delete information in the My Details tabs of employees. To do this, select the indicators in the Advanced Set Rights section. First, build the clause.

3. From Field, select Contract - My Line Manager.

4. From Operator, select Equal to.

5. Do not select a Value.

6. Select the Follow checkbox.

   

   A clause of TheLineManager = '{LineManager}' allows line managers to access the records of employees who report to them. For this to work, select the line manager's name in the My Line Manager dropdown in the Contract tab of each employee's record.

7. Use one of these two options:

   • To allow the line manager to view absence information for employees who report to them, use TheLineManager = '{LineManager}' on its own. This clause does not allow the line manager to view their own absence in the calendar.

     Select Set.

   • To also allow the line manager to view their own absence in the calendar, add a row for TheEmployeeNumber = '{EmployeeNumber}':

     1. Set the Logical dropdown to OR.

     2. Select Add Row.

     3. From Field, select Personal - Employee Number.

     4. Set Operator to Equal to.

     5. Do not enter a Value.

     6. Select Follow.

     7. Select Set.

8. The Team Where Clause field updates to show the criteria.

9. Select Save.

Set Advanced Rights

1. Reopen the line manager's Set Rights, then select Advanced.

   Select Save before selecting Advanced. Otherwise, the system does not save the Team Where Clause.

2. In the line manager's self rights (the indicators under their name), select the indicators to allow them to View, Create and Modify their own information in My Details.

   

3. The Where Clause field in Team Rights shows the criteria added on the first Set Rights screen.

4. In Team Rights, select the indicators to allow the line manager to access the My Details tabs of employees who report to them, and to complete actions in these tabs.

   The Assign Advanced Set Rights topic gives more detail.

5. In the Absence column of Team Rights, select the View indicator to allow the line manager to view their direct reports in the Group Absence Calendar.

   Without Absence View, the line manager can only view non-sensitive absence information for their direct reports.

6. Select Save, then select Save again.

Copy the Set Rights to another line manager

Now copy these Set Rights to another line manager.

1. Go to Directories in the navigation bar.

2. Search for the line manager and select their record.

3. Select Edit.

   The employee's record opens.

4. Select Personal.

5. Go to Actions, then select Set Rights.

   

   The employee's Set Rights screen opens.

6. Select the Copy Rights From dropdown, then select the line manager to copy the rights from.

   The screen updates with the copied rights.

7. Select Save.

The Team Where Clause with the Follow option in the copied record gives the new line manager the right access to the employees who report to them. The system follows the name in the My Line Manager dropdown in the Contract tab of My Details.

If the clause includes a row for TheEmployeeNumber = '{EmployeeNumber}' with Follow selected, the system follows the Employee Number in the Personal tab of My Details. This allows the line manager to view their own absence in the group calendar.

Assign Set Rights with the Follow option to a standard employee

To allow a standard employee to view the Group Absence Calendar, add a Team Where Clause with the Follow option selected.

Only add a Team Where Clause to allow employees to view the Group Absence Calendar.

Open the employee's Set Rights

1. Sign in to Staffology HR.

2. Go to Directories in the navigation bar.

3. Search for the required employee and select their record.

4. Select Edit.

   The employee's record opens.

5. Select Personal.

6. Go to Actions, then select Set Rights.

   

   The employee's Set Rights screen opens.

Add a Team Where Clause

1. In the Team Where Clause section, use one of three options:

   • Leave the Team Where Clause blank so the employee cannot use the Group Absence Calendar.

     If this Set Rights screen has any changes, select Save, reopen the screen from Actions, then select Set Rights. Select Advanced, then go to set the employee's Advanced Rights.

   • Add 1=1 to allow the employee to view non-sensitive absence information in the Group Absence Calendar for everyone in the company. Then go to save the Set Rights.

   • Select the Builder (cog icon) and add a clause that only allows the employee to view non-sensitive absence information for employees in their department. Then follow the steps in Build a department clause.

   

Build a department clause

1. The Where Clause Builder screen opens. Add criteria to allow the employee to view information for colleagues in their department.

2. From Field, select Contract - Department.

3. From Operator, select Equal to.

4. Do not select a Value.

5. Select the Follow checkbox.

   

   The system follows the department in the employee's record. For example, if an employee moves from Marketing to Sales, update the Department in their Contract tab to Sales. Their Group Absence Calendar permissions then update too.

   

   The absence information the employee can view about other employees depends on the indicators set in the Absence column of Team Rights in Advanced.

   For a standard employee, add a Team Where Clause but leave all Absence indicators clear. This only allows access to non-sensitive absence information about other employees.

6. Select Set.

7. The Team Where Clause field updates with the criteria.

   

Save and set Advanced Rights

1. Select Save.

2. Reopen the employee's Set Rights, then select Advanced.

3. In the employee's self rights (the table under their name), select the indicators to allow the employee to View, Create or Modify information in their My Details tabs.

   

   • Give employees Delete permissions for their personal information only. This stops employees deleting important information from other My Details tabs.

   • The Delete option for the Personal tab only allows the employee to delete Key Contacts.

     Depending on the permissions set, the employee may change or remove important details. Set up an Update Email alert in System Configuration so that an admin gets a notification if an employee deletes anything important.

4. Standard employees usually do not need Team or Secondary Rights, so leave the indicators in these sections clear.

5. Select Save, then select Save again.

Now copy these Set Rights permissions to another employee.

Copy Set Rights from one employee to another

1. Go to Directories in the navigation bar.

2. Search for the employee and select their record.

3. Select Edit.

   The employee's record opens.

4. Select Personal.

5. Go to Actions, then select Set Rights.

   

   The employee's Set Rights screen opens.

6. Select the Copy Rights From dropdown, then select the employee to copy the rights from.

   The screen updates with the copied rights.

7. Select Save.

If the first employee has a Team Where Clause of TheDepartment = '{Department}', both employees can view non-sensitive absence information in the absence calendar for employees in their own department. This is because the clause follows the information in the Department field instead of a set Value.