Performance Data Groups

Performance Data Groups restrict access to performance data. In large organizations, user permissions can sometimes grant administrators broader access than intended. Performance Data Groups solve this by limiting admin access to performance data based on defined employee segments, such as departments. In this article, we explain what Performance Data Groups are and how to use them.

In this article:
What are Performance Data Groups?
How are Performance Data Groups used?
How do I assign a user to performance data groups
Performance Data Groups F.A.Q.
Additional Resources

What are Performance Data Groups?

Performance Data Groups allow HR admins to control which employee performance data admins can view. You can assign employees to specific data groups and then grant admins access only to the groups they need. This provides greater oversight and helps ensure performance data is visible only to designated users and employee segments.

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Important

Data groups are configured at the organization level and are shared across Recruiting (ATS), Onboarding, and Performance. This means the data groups you create cannot be unique to a single product. Any data group you configure may be used across all supported platforms in your ClearCompany environment.

Data Groups only control visibility for users with specific permissions. For example:

• In Onboarding, Data Groups affect Onboarding Coordinators.
• In Recruiting, Data Groups affect recruiters.
• In Performance, Data Groups affect users who are performance admins or who have performance reporting access.

Granting a recruiter access to all data groups will not give them access to performance reviews unless they also have performance admin permissions.

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How are Performance Data Groups used?

Key capabilities include:

1. Assigning each employee to a single data group where their performance data is stored.
2. Granting admins access to one or more data groups to control which data they can view.
3. Updating employee data group assignments in bulk using a CSV file.
4. Applying data group restrictions to private performance data.

Data Visibility notes:

Performance Data Groups do not automatically restrict access to all Talent Development data. Role permissions and relationship-based visibility still apply.

Performance Data Groups do not restrict admin access to data from:

1. Score Distribution (When Performance Data Groups are enabled, Score Distribution is disabled)
2. 9-Box (When Performance Data Groups are enabled, the 9-Box report is disabled)
3. Some APIs
4. Goals
5. Tasks
6. Shout-outs
7. User identity (First name, last name)
8. Survey Analytics

How do I assign a user to performance data groups?

After setting up your data groups, you can assign users either individually or in bulk.

On the Edit user page, you will see two options:

• Assigned data group: Where the employee’s performance data is stored.
• Data group access: Which data groups an admin can view.

Assign Assignment

Each employee must be assigned to one data group. Only admins with access to that group can view the employee’s performance data.

1. Navigate to Tools>Setup >Users (under Organization Setup).

    

2. Click on the user you'd like to assign a data group to.
3. Click Edit User on the window that pops up.
    
4. Scroll to the Assigned Data Group, above the username.
5. Click Change to assign a group or make a change.
6. Choose the appropriate data group.
7. Click Update User Details to save these changes.

Assign Data Group Access to Admin

This gives an admin permission to view data from specific data groups.

1. Navigate to Tools>Setup >Users (under Organization Setup).

    

2. Click on the user you'd like to assign a data group to.
3. Click Edit User on the window that pops up.
    
4. Scroll to the Data Group access section. Select the checkbox next to each data group that the admin should access.
   
5. Click Update User Details to save these changes. 

Bulk Update Users

The .csv export from Data Walls only lists employees and their Data Group Assignments. You will not be able to assign a Data Group Admin.

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Note that users and groups cannot be added. This bulk update is designed to let you assign current employees to existing groups.

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1. Navigate to Tools>Setup>Configure Data Groups.

    

2. On the right-hand side, click Update User Assignments.

    

3. If you have a CSV file already you can select to upload, or to see all the users and their current Data Group Assignments click Export Users to CSV.

    

4. You will receive an email or from the Setup Page select Secure File Center.

    

5. Navigate to System Generated Files.

    

6. Download the User Export file. 
7. Make adjustments to the file with an application like Excel.

8. Under Configure Data Groups, now you can select Upload CSV.

    

9. You will receive a successful message once the CSV has been uploaded.

    

Performance Data Groups F.A.Q.s

Are performance data groups applied to performance prebuilt liveboards?

Yes. Standard performance prebuilt liveboards respect Performance Data Group restrictions. Admins must have access to the relevant data groups for those employees to appear in reports or exported results.

If a manager covers employees in two different data groups, can they still review both employees if they lack Performance Admin permission?

Yes. Managers can review employees across multiple data groups even without Performance Admin permission or data group access. Relationship-based visibility overrides data group restrictions.

Will Performance setup assets have data groups?

No. Performance setup assets, such as review templates, are not restricted by Performance Data Groups.

Will all performance admins be able to see all performance cycles?

Yes. Performance Admins can view all performance cycles and setup information. However, visibility into employee review data is limited to employees within the admin’s assigned data groups.

Additional Resources

Custom Data Groups Overview
Recruiting Data Groups
Onboarding Data Groups
How to Set up Custom Data Groups