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xGroups

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Page Location: Admin > Security > Groups


Defines the sections and pages which a user can access as well as the level of access for each of the pages.  Once User Security Groups are created, Users can be linked to that Group. (Note: Due to the sensitive nature of the fields on these pages, it is best to consider upfront who should have the ability to access and update fields/pages).

To add additional security Groups click the Add button and to delete a security group click the X at the end of the Group line. (NOTE: Before deleting a Group, check to see if any Users are attached to it and reassign them before deleting the Group.  If a Group is deleted and Users are attached, those Users will not be able to log in to Cyber Recruiter.)  The Copy link allows Users to copy a certain security group’s permissions into a new group.

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To edit a Group’s permissions, click on the Edit icon (pencil) at the beginning of the Group line.

Applicant Tab 

There are two sections to the Applicant permissions.  The first section determines what this group of Users should be able to do in an Applicant File.  The available levels of security vary based on the page.  Options will include:

  • None: Users are not be able to see this page at all
  • View: Users are able to see the page but will not be able to change anything  
  • Update:  Users are able to see, add to and change items on the page
  • Add Only: Acts like View status but also allows Users to add new items to the page
  • Owned Only: Users are able to see and change only their own activities. They may also add activities (such as Interviews) for other users, but will not be able to do anything with the record after it is created.
  • ... & Forms: Users of an Enterprise level system has this option. 

Applicant Information 

Demographics

  • Options - None, View or Update
  • When set to NONE, the demographic information will be removed from the Print App report 
  • Controls access to the Demographics Page > Demographics Tab
  • Controls access in Search Applicants to the data on this page

EEO Information

  • Options - None, View or Update
  • Controls access to the Demographics Page > EEO Tab and access to see the Disability Form on the Status/History page.
  • Controls access in Search Applicants  to the data on this page (specifically Gender and Ethnic Origin)

Resume

  • Options - None, View or Update
  • Controls access to the Demographics Page > Resume Tab
  • Controls access to the Resume page (includes cover letter, text resume, formatted resume and history of resume changes)
  • Controls access in Search Applicants  to the data on this page

Skills

  • Options - None, View, Add Only or Update
  • When set to NONE, the skills section will be removed from the Print App report
  • Controls access to the Experience Page > Skills Tab
  • Controls access in Search Applicants  to the fields on this page

Education

  • Options - None, View, Add Only or Update
  • When set to NONE, the education section will be removed from the Print App report
  • Controls access to the Experience Page > Education Tab
  • Controls access in Search Applicants  to the fields on this page

Previous Employment

  • Options - None, View, Add Only or Update
  • When set to NONE, the previous employment section will be removed from the Print App report
  • Controls access to the Experience Page > Previous Employment Tab
  • Controls access in Search Applicants  to the fields on this page

Military History

  • Options - None, View, Add Only or Update
  • When set to NONE, the military history section will be removed from the Print App report
  • Controls access to the Experience Page > Military History Tab
  • Controls access in Search Applicants  to the fields on this page

Security Clearance

  • Options - None, View, Add Only or Update
  • When set to NONE, the security clearance section will be removed from the Print App report
  • Controls access to the Experience Page > Security Clearance Tab
  • Controls access in Search Applicants  to the fields on this page

Application

  • Options - None, View or Update
  • Setting this option to NONE will prevent access to the Applicant file from the Applicants page of the Requisition
  • When set to NONE, the application questions section will be removed from the Print App report
  • Controls access to the Application page of the Applicant file.

References

  • Options - None, View, Add Only or Update
  • When set to NONE, the references section will be removed from the Print App report
  • Setting this option to VIEW or ADD ONLY will prevent the user from emailing the reference information outside the system.
  • Controls access to the References Page

Attachments

  • Options - None, View, Add Only or Update
  • Controls access to the Attachments Page

Miscellaneous

  • Options - None, View or Update
  • When set to NONE, the misc. fields section will be removed from the Print App report
  • Controls access to the Misc Page

Self Service Login

  • Options - None, View or Update
  • Setting this option to VIEW prevents a user from accessing or resetting the password for the Applicant.
  • Controls access to the Self Service fields on the Application page

Employee Referrals

  • Options - No, Yes
  • Controls access to the Applicant > Employee Referral page (this page shows all the referrals submitted who are not yet applicants)
  • Controls access to the Applicant File > Employee Referral page (this page shows which employee referred the applicant)

Desired Salary

  • Options - No, Yes
  • Allows the user to see the field 'Desired Salary' on the Application page.

Recruiting Workflow

Assigned Reqs

  • Options - None, View or Update
  • When set to NONE, the requisitions which have been connected as well as the supporting req questions section will be removed from the Print App report
  • Controls access to the Activity Page > Assigned Reqs tab

Routing

  • Options - None, View, Add Only, Update or Owned Only
  • Setting this option to NONE will remove the routing button from the following pages. Inbox, Results Page of the Searches, Results Page of the Find Applicant process and on the Applicants page of the Requisition.
  • Setting this option to OWNED ONLY will prevent users from viewing details to routing records which were not routed to that user.  Only the user who is logged in and was the recipient of the routing will be able to see the details.
  • Controls access to the Activity Page > Routing tab.

Interviews

  • Options - None, View, Add Only, Update or Owned Only
  • Setting this option to OWNED ONLY will prevent users from viewing details to interview records by any user other than the interviewer. Only the user who is logged in and was the recipient of the interview request will be able to see the details.
  • Controls access to the Activity Page > Interview tab.

Interview Calendar

  • Options - All or Owned Only
  • Controls access to the Interview Calendar accessed via the Home Page.  Setting this to ALL allows a user to see all scheduled interviews.  Selecting OWNED ONLY restricts access only to the interviews for the user currently viewing the calendar.

Interview Calendar Reminders

  • Options - Yes or No
  • Controls access to trigger reminder emails from the the Interview Calendar. Setting this to YES will allow a user to trigger emails from the calendar view. 

Offers

  • Options - None, View, Add Only, Update or Owned Only
  • Controls access to the Activity Page > Offer tab.

On-boarding Questions

  • Express & Professional - Options - None, View, or Update
  • Enterprise - Options - None, View, Update, View & Forms , or Update & Forms
  • Controls access to the Questions 

On-boarding Process

  • Options - None, View, Add Only or Update
  • Controls access to the On-boarding tab of the Activity Page

Tasks

  • Options - None, View, Add Only, Update or Owned Only
    • View - Allows the user to see all the tasks assigned (summary and detail view) but the user can only 'Complete' tasks which are assigned to him/her.
    • Add Only - Allows the user to add new tasks and to see all the tasks assigned (summary and detail view) but the user can only 'Complete' tasks which are assigned to him/her.
    • Update - Allows the user to have full access to this page.  User will be able to add, edit, complete and remove all tasks on this page.
    • Owed Only - Allows the user to have full access to his/her tasks on the page.  User will be able to add, edit, complete and remove tasks assigned to him/her as the task owner.
  • Controls access to the Tasks page

Correspondence

  • Options - None, View, Add Only, Update or Owned Only
  • Setting this option to NONE will remove the email button from the following pages.  Inbox, Results Page of the Searches, Results Page of the Find Applicant process and on the Applicants page of the Requisition.
  • Setting this option to OWNED ONLY will prevent users from viewing emails or letters which were not created and/or sent by the user who is accessing the page. 
  • Controls access to the Correspondence page.

Status/History

  • Options - None, View, or Update
  • Recommended setting for this page is View.  This allows the user to see the status and history information but not to delete any of the historical records.
  • Controls access to the Status/History page

    Notes

    • Options - None, View, Add Only or Update
    • Controls access to the Notes Page

    Can Change Status

    • Options - Yes or No
    • Allows the user to change the Overall Status or the Status related to a requisition he/she can access.  Setting this to NO will remove the Change Status button from the Find Applicants Results Page, Search Results Page, Applicants page of the Requisition and the Activity > Requisition page of the Applicant file.

    Additional Applicant Settings

     

    Basic Applicant Add - Allows the user to add an applicant record by copying a resume from another source and pasting it into a text box.  Leave this option turned to YES if the user should be able to manually add in an applicant into the system (with or without a resume).  User will see the option under Applicants > Add Applicant.  This options is available in ALL systems. 

     

    Advanced Applicant Add -

    • Options - No, Clipboard, Document, Both
    • Allows the user to add an applicant record by uploading copied or a file version of a resume. User will see the option under Applicants > Advanced Import in addition to 'From File' or 'From Clipboard' depending on which option is selected.  This options is only available in Professional and Enterprise systems where a valid activation code is in place. 

    Can Search Applicants - Allows the user to use the Searching capabilities in the system.  

    Can Delete Applicants - Allows the user to permanently delete applicants from the system using the Find Applicants results page.

    Can Export Applicant Data - Turns on the report option under Reports which allows the user to highlight fields from the system and export the raw data to excel.

    Can Print Application - Allows the user to view the 'Print Application' report in any of the standard emails and to access the report from the Applicant's file.

    Can Run Applicant Reports - Allows the user to access any of the standard Applicant reports under the 'Reports' menu.

    Can Run AAP Reports - Allows the user to access any of the AAP reports.  A sub-menu off of Applicant Reports under the 'Reports' menu.

    Can Print Data Dictionary? - Allows the user to print the Data Dictionary report stored under the 'Reports' menu

    Requisition Tab

    The second tab contains the permissions for the Requisition Security. There are three sections to the permissions.  The first section allows the Administrator to determine what a User should be able to see/do in a Requisition File.  The levels of available security are:  
    • None: Users will not be able to see this page at all
    • View-Only: Users will be able to see the page but will not be able to change anything  
    • Updated:  Users will be able to see and change the page
    • Add Only: Acts like View-Only status but allows Users to only add information to the page

    Main Req Info

    • Options - None, View or Update
    • Setting this option to NONE removes the Requisition menu option from the Main Menu bar
    • Controls access to the Main Page

    Job Description

    • Options - None, View or Update
    • Controls access to the Job Description page

    Req Notes

    • Options - None, View, Add Only or Update
    • Controls access to the Notes page

    Req Costs

    • Options - None, View, Add Only or Update
    • Controls access to the Costs page

    Req Questions

    • Options - None, View, Add Only or Update
    • Controls access to the Req Questions page

    Assigned Apps

    • Options - None, View, Add Only or Update
    • Controls access to the Applicants page of the Requisition.

    Req Skills Requirements

    • Options - None, View, Add Only or Update
    • Controls access to the Skills tab of the Requirements page

    Req Education Requirements

    • Options - None, View, Add Only or Update
    • Controls access to the Education tab of the Requirements page

    Req Approvals

    • Options - None, View, Add Only or Update
    • Setting this option to VIEW  or ADD ONLY  will prevent a user from restarting the approval process
    • Controls access to the Approvals tab

    Req History

    • Options - None, View, or Update
    • Recommended setting for this page is View. This allows the user to see the history information but not to delete any of the historical records.
    • Controls access to the History page

    Req Attachments

    • Options - None, View, Add Only or Update
    • Controls access to the Attachments Page

    Salary Range

    • Options - None, View or Update
    • Controls access to the Salary Range (Min/Max/Midpoint) on the Main Page

    Salary Grade

    • Options - None, View or Update
    • Controls access to the Salary Grade on the Main Page

    ZipRecruiter 

    • Options - Yes, No
    • Controls the ability to set up, use and view submission details for ZipRecruiter.  Additional licensing is needed for this feature.

    Indeed (Version 10.3)

    • Options - Yes, No
    • Controls the ability to set up and view submission details for Indeed.  

    Job Target (Version 11)

    • Options - Yes, No
    • Controls the ability to set up and view submission details for JobTarget.  

    Create Req Forms

    • Highlight the forms which should be available to the user during the creation process.  If more than one option is highlighted, the system will prompt the user to select the correct form for the creation process. 

     

    The second section contains a series of Yes/No settings to determine whether this Group of Users should have the ability to perform certain functions or actions for Requisitions.  Most of these security settings are straightforward.

     

    Can Change Status? - Allows the user to change the Status of a requisition he/she can access.

    Can Add Req?  - Allows the user to add in requisitions using the Create Req process.  Based on the configuration of the wizard various other prompts will appear.

    Can Copy Req? - Allows the user to copy a requisition to which he/she has access when making a new request. If activated, a column will be added to the Req List view to allow for this option.

    Can Add Requisitions? - Allows the user to add in requisitions using the Create Req process. Based on the configuration of the wizard various other prompts will appear.

    Can Change Req Code? - Allows the user to change the code assigned to a requisition. If activated, a column will be added to the Req List view to allow for this option.

    Can Delete Req? - Allows the user to permanently delete requisitions from the Find Requisitions results page or the Req List.

    Can Run Requisition Reports? - Allows the user to access any of the standard Requisition reports under the 'Reports' menu.

    Can Export Req Data? - Turns on the report option under Reports which allows the user to highlight fields from the system and export the raw data to excel.  

    Report Writer

    The third tab contains the security for the custom Report Writer .  This tab will NOT show if the product version is for Express.  If either field is set to YES, then select the appropriate report this group of Users can view and/or design.

    View Reports?  - Setting this field to Yes allows a User to view any reports which have been created.  Only reports in the selected categories will be available for viewing.
    Design Reports? - Setting this field to Yes allows a User to edit or create new reports and dashboards.
    Delete Reports? - Setting this field to Yes allows a User to delete reports.

    Report Categories     - Highlight the categories of reports which this group of users should be able to view or utilize when creating new reports.  It is recommended that the 'Master' security group have access to all the categories created.  If the 'Master' group does not have access to a category which contains a report that is being scheduled to send automatically, the report will not be generated.

    Dashboards     - Dashboards are groups of reports displayed together in one screen.  Highlight the dashboard group which this group of users should be able to view or update. 

     

    NOTE: Access to design the reports via the dashboard does not necessarily allow the viewer to design the reports. However, there is no separate security to prevent the modification of the dashboard, so if a user has access to a dashboard then he/she would have the ability to add or remove reports from the view.

    Help

    The fourth tab contains the available pieces for the Main Menu Bar > Help.

    Help Central - Check-mark this option to allow a user to access this tool.
    About - Check-mark this option to allow a user to view 'About' information regarding the system.  Information will include the server and database name but will not include any password information.

    See also

    xUsers
    xPassword Rules
    xReset Passwords
    xLogin History
    xCurrent User Statistics