HR Scenarios and Needed Security Access

Modified on Thu, 4 May, 2023 at 1:26 PM

Let's review a few common scenarios and the needed HR security access. Many of these scenarios require granted security access in multiple areas. These are great examples to recognize, remember, or recall for your company.

Take note of each summary for some useful tips!

	Checklist Scenario You have a new hire checklist for new employees. Within the checklist there are two items: Completing the I9 Form and Acknowledging the Handbook Form. Click each image to enlarge as you go through the scenario.
	Step 1: Checklist Security In the security profile, on the ESS tab, the employee has been granted access to View the checklist and complete steps. What other access is needed, if any?
	Step 2: Additional Security In addition, the employee needs access to the My I9s and to the specific Handbook Form on the ESS tab.
	Summary When configuring onboarding tools such as Checklists, remember employees need access to the tool (the New Hire Checklist) and need access to the specific to do items (the I9 Form and the Custom Form) within the checklist.

	Custom Form Scenario Your company has configured an Employee Cell Phone Request Form. The manager will initiate the form and complete most fields, but the employee also needs to sign the form; acknowledging they will receive a company cell phone. After configuring the form, what security needs granted? Click each image to enlarge as you go through the scenario.
	Step 1: Employee Security Access In the employee's security profile, on the ESS tab, the employee needs to have the correct permission granted so they may edit (sign) the form. In this example, they are given View, Edit and Add capabilities.
	Step 2: Manager Security Access In the manager's security profile, on the HR tab, the manager needs to have permission granted to View, Edit, Add, and Delete forms for their employees. In addition, on the ESS tab, the manager needs to have the correct permission granted so they may edit (sign) the form. It is the same permission as employees on the ESS tab. Remember managers are also "employees" and may have the form filled out for themselves by their supervisor.
	Summary When configuring forms, consider who will complete the forms. Managers need access on the HR tab to complete on behalf of their employees, but also may need access on the ESS tab to complete for themselves.