Custom profiles

In case none of the standard profiles match your needs, you can create a custom profile and define the access rights for it.

Contains:

  1. Create a custom profile
  2. Filters
    AND connection
    OR connection
  3. Specific permissions
    Attendance
    Time off
    Documents
    Settings
  4. Assign a profile

Profiles

Profiles determine what objects (e.g. Employee, Document, Time off request, etc.) a user can see. There are 6 different predefined profiles you can use to manage the access rights of your employees. 

Roles

OrgOS automatically generates a role hierarchy based on the field  "Reports to", mirroring the organizational structure of the company. That way, the access of supervisors is limited to the employees which are directly below them in the role hierarchy.

Creating a custom profile

If someone needs specific access rights, you can assign a custom profile to your employee. Go to Settings > Profiles and Permissions > [+] button, choose a name and start defining the access rights by clicking the corresponding checkboxes.

    Adding filters

    To limit the access to a subset of employees create custom filters per access right using the [+] button inside the box. Select the conditions for this filter.

     

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    Filter: Employee is among his/her subordinates is by default without condition and value.

    Filters: Company/Department/Office.

        Condition: equals to/not equals to.

        Value: The Company's name, Department name, Office's name, Employee Department, etc.

     

    Employee department/office/company

    If you want to give access to the own department/office/company only, you don't need to create several profiles, each filtering for one department. You simply put Department equals to Employee Department and every employee in this profile can only see others of the same value (department, office, company).

    For instance, if the employee assigned to this profile is in the Sales department he will see the personal tab of all employees in the Sales department, but none of the HR department. A second employee from the HR department in the same profile, will only see the HR people.

     

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    [+] Add Condition (and connection)

    Adding a second condition is based on an 'AND' connection, which means all conditions have to be true at the same time. For instance, this custom profile has access to the personal tab of the employees who are in the Company Original 3 "AND" work in the HR department.

     

    and

    [+] Add rule (or connection)

    Adding a rule is based on an 'OR' connection, which means one of these two conditions has to be true for the filter to apply. For instance, this custom profile has access to the personal tab of the employees who are in the Sales department "OR" in the Marketing department.

     

    or

    Specific permissions and examples

     

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    Difference between 'Personal' tab and 'Personal' section

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    Access to the Attendance of selected employees

    Allow employees to edit the attendance of their subordinates, or of some employees in a specific department or office. Click on the [+] button "Edit the Employee's attendance of selected criteria" and add the corresponding custom filters. 

     

    IMPORTANT: The approval system for attendance is connected to the "Reports to" field. So employees with access to edit the employee's attendance in a specific department or office can still not approve attendance for these employees.

     

    Access to the Time off of selected employees

    Allow employees to manage the time off of their subordinates or of some employees in a specific department or office, for instance, to assign policies, adjust balances, etc. Click on the [+] button "Manage time off of selected criteria" and they will have access to the Time off > Company tab filtered by the condition chosen.

     

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    IMPORTANT: The approval system for time off requests is connected to the "Reports to" field. So employees with access to manage the time off of employees in a specific department or office can still not approve or decline time off requests.

    Access to the documents of selected employees

    Allow employees to upload, view, edit or delete documents of their subordinates or of some employees in a specific department or office. Click on the [+] button option you need and add the corresponding custom filters. They will have access to Smart docs > Employees docs.

     

    The 'Show hidden employee documents'
    This gives additional access to the hidden part of the document section.
     
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    Access to the Settings

    If you need to give access to some options in the settings.

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    Save

    When everything is set up please don't forget to save the changes. 

    Assign a profile

    Go to the "Members" tab and type the employee's name in the "Find users..." box.

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