With the release of User Card v2.0 many of the old permissions have been replaced with new permissions with the purpose of making it easier, while still keeping it flexible, when configuring the access to the user list and user cards.
The User Card v2.0 consists of various sections/tabs (General, Contracts, Documents, Permissions, Security, Balances, History) and this will also be clear in the way that the new permissions work.
Permission Overview
Here is a list of all the permissions that relate to the User Card v2.0:
User General - gives access to the General-tab
User Contracts - gives access to the Contract-tab
User Documents - gives access to the Documents-tab
User Permissions - gives access to the Permissions-tab
User Security - gives access to the Security-tab
User Balances - gives access to the Balance-tab
User History - gives access to the History-tab
User Contracts Amend - makes it possible to edit contracts
Create User - makes it possible to create new employees
Delete User - makes it possible delete employees
Terminate User - makes it possible to set a termination date
Delete Contract Document - makes it possible to delete contract documents
User Salary - gives access to all salary information
Permission Structure
Per default most permissions have two versions:
Read Only = only allows the user to see/read the information
Full access = allows the user to both see/read and edit the information
No access = no access at all
Furthermore, permissions can also be defined in scope:
Own departments = only access to departments the user is associated, which includes the one department they're working in and the region/district/group, if they're a regional manager.
All departments = give access to all departments - we recommend that this permission is only given to the administrators.
See an example below. You can access the permission structure of your company here - if you have the right permissions that is.
Important permission configurations
There are some accesses that are very important to get configured right in your company, so unintended access won't occur. This section will cover some of these. For example, store managers may require specific permissions to manage employee contracts. By carefully configuring these permissions, you can ensure that they have the appropriate level of access without compromising sensitive information.
Access to contracts
In the "Contract"-tab some of the most company-sensitive information is stored, such as the salary. And it's also here that changes can be made to the employees' employment.
If the user should also have access to the salary, then the "User Salary"-permission must be applied. If you encounter issues with creating or editing extended permissions, it may be due to a lack of administrator rights. Contact your SameSystem administrator for assistance. To assign salary permissions for a specific department, go to Settings > HR > Advanced permissions, and assign the permission Employee salary to the user for the desired department.
If the user should also have access to the salary, then the "User Salary"-permission must be applied.
When "User Contract"-permission is set to "Full Access", the user is able to create new contracts. However in order to amend/edit existing contracts or change the wage earner number, the employee must have the "Amend Contract"-permission. To set and edit a termination date on a user, the employee must have "Full access" to the "Terminate User"-permission. To enable store managers to create and modify employee contracts, follow these steps:
Navigate to Settings > HR > Permissions > Employees.
Assign the role or title "Full Access" ("Fuld adgang") to the store manager group.
This will grant them the ability to:
Create new employees
Create, modify, and terminate employee contracts. To prevent store managers from terminating employee contracts, you can modify their permissions as follows:
Go to Settings > HR > Permissions > Employees.
Locate the specific permission that allows users to set an end date on an employee.
Change this permission to "No Access" for the store manager role.
Users are never able to see the salary information for contracts where the rank/title is the same or higher than their own. If you need to grant permissions to a specific store manager without affecting others, you can assign individual permissions:
Navigate to Settings > HR > Permissions > Employees.
Assign the "Extra Extended Permission" ("Ekstra udvidet tilladelse") to the individual store manager.
Specify the permissions for creating and correcting contracts.
Optionally, set a time limit for these permissions if needed.
Access to custom fields
In User Card v2.0 there's a lot of options to work with custom fields (see more here). Per default these fields are accessible if the user has the permission to the given tab/section they're located in.
However there's an exception, and that's if the custom field is set to be only accessible by administrators. In this case no users can see the field, regardless of which permissions they have. The only way to see these fields is if the user is an actual administrator by title/rank.
Access to documents
Documents can be personal documents (explained here), where the file is uploaded or added without necessarily containing any contract information. And then it can be actual contract documents (explained here), which almost always contain contract information.
To see or create personal documents, the user needs access to the "User Document"-permission and their title on the label setup.
To see or create contract documents, the user needs access to both the "User Document"-permission, the "User Contract"-permission and the "Salary Information"-permission.
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