Recruiting Data Groups

Custom Data Groups are an administrative feature in ClearCompany that give HR Admins and User Admins greater, more granular control over access to private recruiting data. With Custom Data Groups for Recruiting, admins can define organizational data segments, assign requisitions to those segments, and grant or limit access on a user-by-user basis. In this article, we explain what Recruiting Data Groups are and how to use them.

In this article:
What are Recruiting data groups?
Recruiting Data Groups for reporting
Assigning requisitions to data groups
Edit Requisition Templates to Include a Data Group
Assign Data Groups to Users
Additional Resources

What are Recruiting data groups?

Without Recruiting Data Groups, users with Recruiter permissions can view all data in the Recruiting tool. This can create challenges for organizations that need to segment recruiters to protect candidate and new hire privacy, or for organizations managing a large number of recruiters and requisitions.

Recruiting Data Groups improve efficiency and streamline recruiting workflows by ensuring recruiters and hiring managers see only the requisitions and candidates relevant to them.

 

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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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Recruiting Data Groups for reporting

When Recruiting Data Groups are enabled, reports display data only for requisitions and candidates the user is permitted to view. This added security helps ensure recruiters remain focused on the correct requisitions, workflows, and reporting data.

Reporting behavior with Recruiting Data Groups enabled:

1. Legacy Reports: The option to navigate to Legacy Reports is removed for users with data group restrictions. HR Admins retain access.
2. Custom Reports: The link/button to navigate to Custom Reports will be removed from the UI for users that have data groups configured. HR Admin users will still have access to the reporting.

Assigning requisitions to data groups

After creating your data groups, assign all existing and new requisitions to the appropriate groups. To ensure consistency moving forward, update requisition templates so new requisitions are automatically assigned to the correct data group.

How to assign requisitions to custom data groups

1. Open the requisition you'd like to assign a data group to.

    

2. Click on Details.

    

3. Then click Edit Details.

    

4. Scroll to Administrative Info and click Change under Requisition's Assigned Group.

    

5. From the list of your data groups, select the group you'd like this requisition to be assigned to.

    

6. When you are done editing this requisition Click Save.

    

Edit Requisition Templates to Include a Data Group

If you do not assign a specific set of data groups for your requisition templates, it will default to 'All Groups'. Follow the instructions below to change your requisition template data group permissions.

Edit Requisition Templates to Include a Data Group

1. Find and open your requisition template. Head to Tools>Setup>Roles (under Organization Setup).

    

2. Click on a Role.

    

3. Click on the Recruiting Tab.

    

4. Then select the requisition template you would like to edit.

    

5. Click Change, under Template's Assigned Group.

    

6. From the list of your data groups, select the group you'd like this requisition template to be assigned.

    

7. Click Save & Close when you are done.

    

Assign Data Groups to Users

Once your data groups are established, you'll want to create data group assignments. This task is done on a user-by-user basis or with a bulk upload. In the Edit User page, you will see one option which is the assignments (where to store this employee's data), and option two which is the data group access (what access to give this admin).

Assign Assignment

Each user will have a data assigned to a specific data group. Only admins will have access to the 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 Assigned Data Group, above the username.

    

5. Click Change to assign a group or make a change.
6. Select the data group assignment you would like this employee to be a part of.
7. Click Update User Details to save these changes.

Assign Data Access to Admin

This will give the admin access to the data group they are given access to.

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 bottom of the Edit User window to the Data Access section. Check the box next to the data group this user should have access to.
5. Click Update User Details to save these changes. 

Bulk Update Users

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

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. (click image to enlarge)

    

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.

   

Additional Resources

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