Menu, HR Record, and Data Item Access

An application administrator can configure parts of the software. You can configure the functionality a user can use and the data a user can see. You can configure the functionality a user can access from menu options and HR Record options. And you can configure the HR Record data items a user can see or maintain.

You can configure the following three areas of functionality and data:

  • Menu option. You can configure what menu options a user can see, and therefore the access to associated functionality, for all the groups (menus) in each module you have purchased. You can grant full access or no access to a menu option. By default, a newly created user has full access to all the menu options.
  • HR Record options. You can configure what menu options a user can see in HR Record. You can grant full access, no access, or enquiry only access. You can also set up alternative HR Record groups and choose which options appear on them, and these HR Record groups are displayed instead of the HR Record groups offered by default.
  • HR Record data items, which are fields in the Personnel, Recruitment, and Payroll modules. When you define access to the field, you can set the access to Mandatory (which means the user must set a value in the field or the record cannot be saved), Optional, No Access, or Enquiry Only access. If you grant access, for some data items you can also restrict the access to specific records. For example, by setting a restriction on the Absence Type data item for a user, where the restriction is to show only holidays, that user can only see holiday type absence records and cannot see other types of absence records, such as sickness records.

For each of these three areas, you specify the settings that are used to determine access. There are three types of settings. For each area, you can specify the type of setting used by the system to determine access to functionality and data. You can specify the following types of settings:

  • User. This tells the system to use the settings defined for the user.
  • User Group. This tells the system to use the settings for the user group to which the user is assigned.
  • Everyone. This tells the system to use the settings defined for Everyone.

For each area, you can specify the settings type when you create or edit user details by using the Administrator Functions window. You must then configure the settings you need for each user, for any user groups, or everyone, by using the System Setup module in the software. The following table describes the information you can refer to, for specific background information and “how to” procedures.

Area Description Background Information “How to” Procedure
Menu option access for a user or Everyone Information about menu option access and how to configure access. Menu Option Access Define or change access to the menu options for a user or Everyone
Menu option access for a user group Information about menu option access and how to configure access. User Group – Menu Option Access Define or change access to the menu options for a user group
HR Record option access for a user or Everyone Information about the default HR Record menu structure and how to configure access. HR Record Option Access Define or change access to the HR Record menu options for a user or Everyone
HR Record option access for a user group Information about the default HR Record menu structure and how to configure access. User Group – HR Record Option Access Define or change access to the HR Record menu options for a user group
HR Record groups Information about HR Record groups that replace the default groups and how to create them. HR Record Group Create a new HR Record menu group
HR Record group options for a user Information about configuring the options that appear on the replacement HR Record groups and how to configure access. HR Record Group Options Create a new HR Record menu structure for a user
HR Record group options for a user group Information about configuring the options that appear on the replacement HR Record groups and how to configure access. User Group – HR Record Group Options Create a new HR Record menu structure for a user group
HR Record option – data item access for a user or Everyone Information about HR Record data item access and how to configure access. HR Record Option – Data Item Access Define HR Record data item access for a user or Everyone
HR Record option – data item access for a user group Information about menu option access and how to configure access. User Group – HR Record Option – Data Item Access Define the HR Record data item access for a user group
User groups Information about user groups and how to create user groups. User Groups Create and maintain user groups
User, user groups, and settings types, using the Administrator Functions window. Information about how to create a new user, assign a user to a user group, and specify the settings types for each of the three areas of functionality and data. Administrator Functions Set up new users and maintain existing users