Field Access allows you to be very specific about the information stored within your database and restrict access to any sensitive data gathered during your recruitment process. For example, whilst you may need to capture equality and diversity information during the application process, you may not want your recruitment teams to have access to this data. Alternatively, you may need to capture bank details during Onboarding, so that they can be processed by payroll correctly, but this information should only be available to those responsible for processing them.
You can use field access across the system for different roles, ensuring that the right users have access to the right fields at the right time.
🤓 Tip Field Access only needs to be created when you want to restrict access to specific fields. If you're comfortable with your team having access to all fields, there is no need to associate a field access within a Role.
📌 Note Field Access only applies to Standard User roles.
Navigate to Admin > Users, Roles & Permissions > Field Access. From here you can edit any existing settings by clicking into the title or create new settings from the toolbar. In either case, the first options are to set the title and the description:
The Title is used when configuring the role and should clear and concise, highlighting exactly the restrictions being put in place.
The Description is optional, but allows you to detail exactly how this field access has been configured and its intended use. This can be particularly useful if multiple people will be managing field access and will help to avoid confusion when configuring settings.
Once these fields are set, click Save to revel the Field options available, where you can begin to manage the field access.
If editing existing options, you will see any settings already in place, or if starting afresh, you can simply click Manage Field Access.
Within Manage Field access, you can select the specific fields that the role will have access to.
Down the left hand side, you can see each module of the system (such as applications, candidate personal or vacancy details) and then within each module, a full list of available fields.
Click into each module as required and select each field you need the user to have access to. To save time, you can click the description tick box at the top of each module to tick all fields; you can then untick the ones which are sensitive or should be hidden.
Work through each of the modules that the role will require access to and select the required fields. Once complete, click Save.
📌 Note - For each system area granted access to within a Permission Group, you also need to ensure that the relevant field access is set. For example, if the permissions dictate that the role will have access to Candidates, then you need to ensure that within the field access, you have ticked at least the minimum requirements for each module. i.e they should not be left blank.
Once confirmed, your field access will be ready to use and available to select within the Role. As each Role can have multiple field access settings, you can chose to either create one setting per role which encompasses all the fields required or break down the fields into different system areas so that it is easy to add or remove fields across multiple roles as they will share different field access settings.
Field Access - Minimum Requirements
If your role includes Field Access restrictions, specific fields must be accessible to allow the user to access the related part of the system. For example, if specific Candidates fields are not selected as a minimum, the user will not be able to view Candidates at all (and, be extension, Applications and Hires).
The full list of minimum requirements are shown below.
System Area/Module | Required Fields |
Applications | Application Date
Vacancy
Candidate |
Candidate - Personal | Forenames
Surname |
Candidate - Requirements | Any field |
Candidate - University | Any field |
Candidate Employment History | Employer
Position |
Candidate - Schools | School Name |
Candidate - Exams | Exam / Qualification |
Candidate - Professional Qualifications | Title |
Candidate - Languages | Language |
Candidate - References | Referee
Company
Position |
Candidate - Bank | Any field |
Candidate - Previous Addresses | Address 1 |
Organisations - Organisation | Organisation Name |
Contact - Contacts | Forenames
Surname
Organisation |
Opportunities | Title
Start Date |
Hires - Hires | Start Date
Created By
Vacancy
Candidate |
Vacancies - Vacancies | Job Title
Organisation / Work Location / Department
Main Contact |