Creating Group Level Security in Sage HRMS

December 7, 2020

In Sage HRMS, there are two parts to setting up security: the groups, and the users. In this video, we will review how to setup a group that you can later attach to a user.

From your main menu, click on “Setup,” “System,” and then “Group Security.” There are no groups set up at this time, however, there is a master group that is available that can never be modified—but you can still use it when you go and set up a user. So that keeps it safe and sound and no changes can be made, but it always exists for a master user.

First thing we're going to do here is we're going to click on “Add” to add a new group. Our group here we’re just going to call “Payroll.” It’s asking us if we want to add the security group. We’re going to say “Yes,” and now just builds that security group. The thing about the security group is when we choose the employers, it's actually going to give all of the possible stuff that you can do in HRMS. So from that point on, it builds everything, and then you will start to actually decrease what an individual or a particular group can do.

First thing we're going to do is click on “Modify” under “Employer” and you notice we have two employers. We also have an N/A which is basically “System.” So right now what I'm going to do is “Allow Access” which you go up to where it says “No,” you double click and we're going to turn them all on. Now this is where it's going to add everything to all the employers and the system that a group can possibly see. This is where you start to eliminate things that they can see. The next setup column is “Product,” which we have—in this case—attendance, HR, and payroll—or whatever your company has purchased or has rights to. What we would do, if we wanted to limit this down, we could just hit on “Modify.” Then we could just take a “Yes” on attendance and double click it and get a “No.” Then we can say “Okay.”

Now we're left with two products: “HR” and “Payroll.” One of the things that will be key, always be aware of what you currently have highlighted. For instance, here we have “Employer 001” and we're also on the HR product. Anything that we do after that point, when we get into the activity, will only be for that employer and for that product. You want to go to the “Payroll Product,” you want to click on it. If you want to go to a different employer you'll have to click it. See how attendance is still on “002,” just be aware this can be very tedious if you're actually going to eliminate a lot of things because you have to keep a lot of things in mind. You know? Between HR and payroll, what can they see? What can they not see?

So we're back “001” and we're on “HR.” Now we can go to “Activity.” So it shows us all the activities that they have rights to. Now for instance, let's say, for some reason, we didn't want payroll people messing with rules we can always shut that off. If you ever want to add it back on there, you can always go into “Modify,” say “Yes” to it, and it turns it on. With each activity, whichever one you're highlighted on, you also have tasks. Right now, you can see all the action tasks. Then down here you have the details, right? Everybody probably knows about demographics—benefits and that kind of thing. Just keep in mind what it is that you want to shut down. One of the things that is big is “Reports.” What “Reports” do you want people to see? In activity, we would click on “Reports” under “HR” and then we're given all the tasks or the groups of “Reports.”

Maybe there's some reports here that you don't want “Payroll” to have, well you can just go into “Modify” and shut those down. Or if you want them to see some of the reports, they'll be under “Steps” so you don't get rid of the task, you get rid of the report. In “Steps,” the individual reports, you would do a “Modify” and then you can cut off certain reports from them. Down at the bottom, no big deal, it's “Ad-Hoc Reporting Security Level” That is a thing where you can go into “Ad-Hoc” reports, which have the fields on them and so you assign a number there, and you can also assign a number here to a particular group.

Next thing! The tab “Field Level Security.” This one's pretty basic, you see your two employers over there. And this one's basically for this particular group. Do you want them to see the address and phone numbers, securities, or EEO? Whichever you want them to see, or update, you would want to make sure that you change those. In this case, I give rights to all of them.

Next tab, which is “Product Group Filters,”  Now this is a really good one, because there may be certain locations or apartments that you only want somebody to be able to see. This is where you would do that. We’re in the “Payroll” group, but now we're at the “Product Selection.” So whether it's “Attendance,” “HR,” or “Payroll.” Let's say we go to “HR,” maybe we only want you “P_LEVEL1,” which let's just say in this particular case, is like a group or department like finance or something of that sort. We would will be able to go down, and then under “P_LEVEL1”we could equal that to a particular code. Let's say finance was the code so “FIN,” let me put it in quotes.

Then we can always come over here and verify our expression. So it says our expression is not valid. That's because I put a dash instead of an equal sign. So that's good. You know, you always want to check that. Usually, when it's invalid, you can probably pretty much pick up on what it is. So now we're saying “P_LEVEL1” = “FIN”, which is finance. So in this particular case, that's all this “Payroll” group would be able to see—is the finance department. You might want to rename your groups differently, maybe like “Payroll Finance”—if somebody wanted to see, or you want them to have the ability to see, some wage screens or something of that sort.

Now, one thing I want to show you here is that on the “Product Selection,” if you click on “Payroll,” see how it's grayed out? Well, “Payroll” takes on whatever you do in “HR.” As you can see below, we still have our “P_LEVEL1= ‘FIN’”, so we don't have to do it for “Payroll” as well. It just flows down when you do it in “HR.” Keep in mind, that the “Attendance” is still open, and if you only want them to see “Finance,” you would have to do the expression again there as well.

That's how you set up a group. You go through the three tabs and choose what it is that you want them to be able to see or do as far as tasks, and then you would just “Apply.” Then we can say “Okay,” and when you come out, there's a security group listing for you. In this particular case, we have our “Payroll” one setup and now we can go look at our users and we can attach a user to that particular group. And the users security is on another video on our website. Thank you.  

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