July 4th 2024, Release Note: WFM UK | HR UK: Change to 'Personal Details' Access Permission

Summary

Release date: July 4th 2024

• Enabled by default? - No
• Set up by customer admin? - Yes
• Enable via support ticket? - No
• Affects configuration or data? - No
• Roles affected - Users with No Access to the 'Personal Details' permission

What's Changing?

The 'Personal Details' user access permission in HR has been updated so that personal information is not visible via 'Employee Summary' pages and headers.

Reason for the Change

Enhanced security of personal information to users without access.

Customers Affected

All customers using the HR module and any other modules.

Release Note Info/Steps

The Personal Details user access permission can be found by going to:

• HR > Users > Assign User Access > find and select User
• Select User Profile (from the top right corner) and scroll down to the 'Employees' section
• Use the Personal Details drop-down

There are four options available - No Access, Read Only, Edit Only and Full Access.

This change relates to users with the permission set as No Access.

Fig.1 - 'Personal Details' user access permission - 'No Access'

When a user's access is set to No Access they will not be able to see any personal data (or Personally Identifiable Information) in the 'Employee Summary' for any employee in any of the following modules (or anywhere else in the system):

• HR module (Employee List > find and select Employee > Employee Summary)
• Payroll module (Employee List > find and select Employee > Employee Summary)
• Pension module (Employee List > find and select Employee > Employee Summary)

Fig.2 - Viewing the 'Employee Summary' of an Employee, as a user with 'No Access' to 'Personal Details'

Also, the NI Number will not be visible in the 'Employee Summary' header at the top of several pages through the system:

Fig.3 - Viewing the 'Employee Summary' header of an employee, as a user with 'No Access' to 'Personal Details'