Recruiting Data Walls

Custom Data Walls is an administrative function within ClearCompany that provides HR Admins and User Admins with greater and more granular control over their employees’ access to private data. With Custom Data Walls for Recruiting, admins can define the data segments that exist within their organization, assign requisitions to their corresponding segments, and grant or revoke access to those segments on an employee-by-employee basis. In this article, we cover what Recruiting Data Walls are and how they are used.

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

What are recruiting data walls?

Without Data Walls, a user with Recruiter permission can see everything in the Recruiting tool. This can be a challenge for organizations who need to segment their recruiters to protect candidate and new hire privacy, or for organizations with a large number of recruiters and job requisitions. Custom data walls for recruiting improve organizational efficiency and streamline the management of recruiting tasks because recruiters and hiring managers will only see the requisitions and candidates that are relevant to them.

Data walls for recruiting reporting

1. If your organization has Data Walls enabled for Recruiting, you now have the added security of only showing data in reports based on the user's visibility permissions. With data walls enabled and configured, you have the control to ensure that recruiters are focused on the correct requisitions, workflows, and reporting data.
2. Legacy Reports - The link/button to navigate to Legacy Reports will be removed from the UI for users that have data walls configured. HR Admin users will still have access to the reporting.
3. Custom Reports - The link/button to navigate to Legacy Reports will be removed from the UI for users that have data walls configured. HR Admin users will still have access to the reporting.

Assigning requisitions to custom data wall groups

Once your Data Groups are created, you'll then need to ensure your requisitions are assigned to those data groups. You'll want to assign your existing requisitions and any new requisitions. Moving forward, you may want to edit your requisition templates, to ensure new requisitions are consistently assigned correctly.

How to assign requisitions to custom data wall 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 wall 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 walls 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 Walls only lists employees and their Data Group Assignments. You will not be able to assign a Data Group Admin.

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.

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

Additional Resources

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