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How to set up Custom Data Groups?

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Juan Burgos
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Data Groups allow greater oversight and the ability to restrict data access to only select and designated employees and data groups. Data Groups limit Super Users' (Recruiters and Performance Admins) data visibility, particularly in Review Cycles or Requisitions. In this article, we cover how to set up and create data groups and how to assign them to users.

In this article:
Data Group Assignment vs. Data Group Access
How to set up a data group?
Data Group Access
Assign Data Groups to Users
How to edit data groups?
How to delete custom data groups?
Additional Resources

This feature has a price associated with it. If you are interested, reach out to your ClearCompany Representative if you have not purchased this feature.

Assigned Data Group vs. Data Group Access

When deciding which assignment to provide a user, remember that the Edit User Screen will have two different areas listed for Data Groups.

  • Assignments: The assignments are where to store this employee's data.

     

  • Access: The access is which data groups this admin will have access to.

     

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.

How to set up data groups?

Permissions

In order to access and edit Data Groups, a user must have the HR Admin permission.

Set-Up

  1. Navigate to Tools > Setup.

    Setup.png 

  2. Under Organization Setup, select Configure Data Groups.

    Data Groups.png 

  3. Click Actions > Add Groups To [company name].

    Actions.png 

  4. Type your group name and hit Enter.

    Blank.png 

  5. You can add a Subgroup to a Group.
  6. To create a subgroup, highlight the group you'd like to add to. 

  7. Select Actions > Add Group To [group name].

    Subgroup.png 

  8. Type your subgroup name and hit Enter.

    SubGroup Created.png 

Configuration tip:

If you need different visibility structures across products, you can create separate top-level data groups (for example, one for ATS and one for Performance) and then create sub-groups within each. Assign access carefully to ensure users only see the data relevant to their role. This approach works, but it may require more maintenance if your organization has many data groups.

Data Group Access

Data Group Access
  1. Navigate to Tools>Setup >Users (under Organization Setup). Users.png
  2. Click on the user you'd like to give access to.

  3. Click Edit User on the window that pops up.

     

  4. Scroll to the bottom of the Edit User window to the Data Group Access.
  5. Uncheck or check any of the data groups this admin should have access to.
  6. Click Update User Details to save these changes. 

Assign Data Group Assignments 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.

Assign Individual Users 

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

    Users.png 

  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 Assigned Data Group. Click on Change.

     

  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.

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

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

    Data Groups.png 

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

    Update User.png 

  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.

    Export Users.png 

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

    Secure File Center.png 

  5. Navigate to System Generated Files.

    System.png 

  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.

    Upload CSV.png 

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

    Success.png 

How to edit data groups?

Edit Data Group

  1. Navigate to Tools > Setup. Under organization Setup select Configure Data Groups.

    Data Groups.png 

  2. Select the Data group you would like to edit.

  3. Under Actions, Select Rename (Group Name) Or Add a Group to (Group Name).

    Rename.png 

  4. When done, hit Enter.
Edit a Users Data Group

  1. Navigate to Tools > Setup. Under organization Setup select Users.

    Users.png 

  2. Click on the user you'd like to edit.
  3. Click Edit User on the window that pops up.

  4. Scroll down to Assigned Data Group.

     

  5. Click Change, you can uncheck or check any data groups you would like to add or remove this user from.

     

  6. Click Update User Details when done.

How to delete custom data groups

Before deleting a custom data group, you should first update the users to remove them from the data group assignment you are planning on deleting. When you navigate to delete a data group, you will get a warning to do so as well. Also, if trying to delete a data group that has subsegments, you will not be able to until those subsegments are removed.

Delete Group

  1. Navigate to Tools > Setup. Under Organization Setup, select Configure Data Groups.

    Data Groups.png 

  2. Select the Data group you would like to edit.

  3. Under Actions, Select Delete (Group Name).

    Delete.png 

  4. If the Data Group has subsegments you will see the error message below.

    Subgroup.png 

  5. If there are no subsegments, you will get a window, displaying the following employees, requisitions, or candidates that belong to that group. You will be asked to reassign them to a group. If you do not want to assign them to any group do not make a selection and just select Delete and Reassign.

    Before Group.png 

  6. When done, you will see the success banner at the top.

    Deleted New.png 

Deleting Subsegments

  1. Navigate to Tools > Setup. Under organization Setup select Configure Data Groups.

    Data Groups.png 

  2. Select the Subsegment Data group you would like to edit.

  3. Under Actions, Select Delete (Group Name).

    Delete Fordham.png 

  4. You will get a window, displaying the following employees, requisitions, or candidates that belong to that group. You will be asked to reassign them to a group. If you do not want to assign them to any group do not make a selection and just select Delete and Reassign.

    Before Deleting.png 

  5. When done, you will see the success banner at the top.

    Success Delete.png 

Additional Resources

Custom Data Groups Overview
Performance Data Groups
Onboarding Data Groups
Recruiting Data Groups
Custom Data Groups Implementation Packages

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