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 Organisation records and 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.
📌 Note Data Access restrictions only apply to Standard and Hiring Manager users.
Managing Data Access
To manage date access, from the main menu bar, navigate to Admin > Users, Roles & Permissions > Data Access.
To make changes to existing Data Access restrictions, click the restriction Title.
To create a new one, click New within the toolbar, then select Standard or Hiring Manager.
Whichever option you select, you'll have the following settings available to you:
Title - this is the name of the Data Access settings and is used when assigning to a User Role so should refer to specifically to any restrictions in place and help you to differentiate between any other data access settings.
Description - this is 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:
Organisation - This filter defines which organisation records the user can access. When using this filter, users will only be able to view data associated with the selected Organisation records, both in terms of viewing data but also creating data. I.e. if a user is not able to see a specific Organisation record, they won't be able to view any data associated with it (e.g. Vacancies and Applications), nor create any new Vacancies against that Organisation. Selecting Allow access to all Organisations removes any restrictions, giving full access to the organisation structure. To restrict access to specific Organisations select Filter then click the Filter button to open the Advanced Filter tool which you can use to build the required restriction.
Vacancy - This setting allows you to give access to all Vacancies associated with the Organisations they're able to access (see above), or create a Filter to restrict access based on specific conditions.
🤓 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 vacancies 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 vacancy is sent for approval, the authoriser will have access to it in their portal.
Application - As a default, Users will be able to see all Applications submitted against any Vacancy they have access to. To create a restriction, select Filter and use the Advanced Filter to create your filter. This can be useful if you have multiple panel members on a Vacancy but want to restrict their visibility to specified Applications only.
Candidate - There are three options available here:
Allow access to their applicants only restricts visibility to only those Candidates who have submitted Applications they have access to (bearing in mind all of the above filters)
Allow access to all candidates allows the user to see all Candidates within the database
Allow access to their applicants and include the following (talent pool) candidates restricts visibility to only Candidates who have applied for Vacancies they have access to and specific filtered Candidates e.g. Candidates who have expressed an interest in working within a particular location or specialism
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.