Managing Data Access

The Data Access is used to determine which records the user will be able to access based on their role. It allows you to filter or segregate the database by company records & the structure, as well different types of vacancies, applications and candidates. 

Each Role can have only one Data Access setting, so you will need to ensure that you have the relevant data access available for the different types of role within your organisation.

For more information on assigning data access to your roles, see guide - Managing Roles.

Managing Data Access

Within the Data Access tab, you will be able to edit any existing settings or create a New one from the grey toolbar.

In either case, the first options are to give the Data Access a Title & to add a Description:

• The Title will be available to select when configuring the role so should refer to specifically to any restrictions in place and help you to differentiate between any other data access settings. 
  
  
• The Description can then be used to outline the restrictions put in the filters, using your own language. This can be useful going forward, especially if multiple people are involved in configuring data access and helps to ensure that it is clear how and when each data access will be used.

After the Title and Description are set, you can begin configuring the Data Access based on the following filters:

• Company - This filter will determine not only which company records the user can access, but also then raise and manage vacancies against, permission dependant. For no restrictions based on company records, select Allow access to all companies. Alternatively, you can filter for specific companies or department within your structure by choosing the filter option. This will give you access to the query builder, where you can build your filter as required.
  
  
• Vacancy - Once the company access is set, you can then further filter access to specific vacancy types. This can be done based on the type of role, the business area or any other information stored within the vacancy. 

Hint - Adding a vacancy filter can help restrict access to particularly senior or internal roles, where the normal recruitment team shouldn't have access. This can be especially useful if you are recruiting into your current recruitment team and don't want the Eploy users to see the details of their potential new colleagues!

Important - For Hiring Manager Data Access, you do not need to factor in vacancies awaiting approval. Any jobs allocated to a hiring manager for approval will be visible to them, regardless of what is set up in the data layer. This means that once a job is sent for approval, the authoriser will have access to it in their portal.

• Applications - Based on the vacancy filter above, the default application settings will mean that the user has access to all applicants on each job they can see. However, you can filter this further using this filter option, to help restrict access to any sensitive applications. This can be particularly useful if you use one central vacancy to attract candidates, but only want to share the applicants with each recruiter based on their location etc.
  
  
• Candidate - The application filter above means that if the user can see the application, they will also have access to the candidate record. However, you can use this option to expand on that, also granting the user access to the entire candidate database or to a specific set of candidates in addition to those that have applied for their roles and the filters dictated above.

Important - If the user can see the application, they will also see the candidate record. This Candidate filter is then used in addition to those records.

• Vacancy Template - This filter is used specifically when creating vacancies and controls which templates the user will be able to create from. You can either allow access to all templates or create a filter for a specific subset. 

Once you have configured your filters, click Save to confirm. This will make the data access available to select against your roles as required.