Add a Where Clause in an employee's Set Rights

Where Clauses control which information employees can access about other employees.

An employee with an invalid Where Clause Allows you filter records using a specific criteria. in their Set Rights Set Rights are the system permissions you allocate to employees to control the information available to a user about other employees. can sign in to the system, but cannot view the Group Absence Calendar or access any employees through Directories, because the system cannot work out their access permissions.

This topic covers:

• Where Clause points to note

• Creating a Where Clause

• A Where Clause example

Where Clause points to note

• Field labels usually start with The, but are not case sensitive. For example, TheDepartment = ‘Finance’ and the department = ‘finance’ both work.

• The format and spelling of a field value must match the system. For example, for a department called Sales & Marketing, the Where Clause TheDepartment = ‘Sales and Marketing’ does not work.

These conditions apply when setting up Set Rights for a standard employee:

• Selecting no indicators with no Team Where Clause in place means the employee cannot access any information about other employees.

• Selecting an indicator with no Team Where Clause in place gives the employee access to the information for that indicator for all employees.

• Selecting no indicators with a Team Where Clause in place gives the employee read-only access to the Group Absence Calendar for all employees the Team Where Clause covers, or for all active employees if the clause is ‘1 = 1’.

Create a Where Clause

1. Sign in to Staffology HR.

2. In the navigation menu, select Directories.

3. To find the employee, search in any of the displayed tabs, then select the employee's record.

   

4. To edit the record, select Edit on the employee's record.

   Or, select the Edit icon displayed on the employee's name.

   

5. Select Actions, then select Set Rights.

   

6. On the Set Rights screen, select the Where Clause Builder icon.

   

   The Where Clause Builder screen opens.

7. Complete the fields on the screen, using the table as a guide.

   Field	How to complete
   Field	Relates to the fields displayed in the Personal, Contract and Payroll tabs. Select the field to build a Where Clause for.
   Operator	Sets how the result compares with the Value about to be set. Select Equal to, Greater than, Greater than or Equal to, Less Than, Less than or Equal to or Not Equal to.
   Value	Add information in the field to find employees who match the rules, or select an option from the dropdown.
   Follow	Select this to set a placeholder in the Where Clause. The system checks the Field every time the Where Clause is used, instead of using a specific value.
   Logical	When adding more Rows, set each row as AND or OR. AND or OR examples AND To select everyone in the same Location/Division, Department and Team, use Location/Division AND Department AND Team. The clause only includes employees who are in the same Location/Division, the same Department and the same Team. This narrows the results, which helps when different locations or divisions have departments or teams with the same names. OR To select the Sales department or the Support department, use OR. The clause includes everyone in the Sales department and everyone in the Support department. This widens the results compared with selecting one department.
   Set	Select this to create the Where Clause. The Where Clause text box fills with the rules added.
   Close	Closes the Where Clause Builder without saving any changes.

8. The Team Where Clause field fills with the rules added.

9. To save the Where Clause, select Save.

After setting up a Where Clause, review it in the employee's record to check that it works as expected.

Where Clause example

To give an employee access to all employees in the Finance department, create the clause TheDepartment = ‘Finance’.

1. To open the Where Clause Builder, follow the steps in Create a Where Clause.

2. Complete the fields on the screen as shown in the table.

   Field	How to complete
   Field	Select Contract – Department from the drop-down menu.
   Operator	Select Equal to from the drop-down menu. Selecting Not Equal To instead gives the Where Clause The Department <> ‘Finance’, which gives the employee access to all employees who are not in this department.
   Value	Select Finance from the drop-down menu.

   The fields look like this in the system:

   

3. To create the Where Clause, select Set.

4. The Team Where Clause field fills with the rules added. In this example, the Where Clause is TheDepartment = ‘Finance’.

5. To save the Where Clause, select Save.

After setting up a Where Clause, go to Check a Team Where Clause in an employee's record to check that it works as expected.

View more Where Clause Examples.