How to set up Custom Data Walls?

Data Walls allow greater oversight and the ability to restrict data access to only select and designated employees and data groups. Data Walls 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 walls and how to assign them to users.

In this article:
Data Group Assignment vs. Data Group Access
How to set up data walls?
Data Group Access
Assign Data Groups to Users
How to edit data groups?
How to delete custom data wall 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.

How to set up data walls?

Permissions

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

Set-Up

1. Navigate to Tools > Setup.
2. Under organization Setup select Configure Data Groups.
3. Click Actions > Add Groups To [company name].
4. Type your group name and hit Enter.
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].
8. Type your subgroup name and hit Enter.

Data Group Access

You will need to be able to provide an Admin user with the proper data group access in order for them to access the data from that Data Group. Users will only have access to the data from the data groups that they have been assigned.

Data Group Access

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

Assign Individual Users 

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 Assigned Data Group. Click on Change.
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.

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.

How to edit data groups?

Edit Data Group

1. Navigate to Tools > Setup. Under organization Setup select Configure Data Groups.
2. Select the Data group you would like to edit.
3. Under Actions, Select Rename (Group Name) Or Add a Group to (Group Name).
4. When done, hit Enter.

Edit a Users Data Group

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

Before deleting a custom data wall 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 wall group you will get a warning to do so as well. Also if trying to delete a data wall 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.
2. Select the Data group you would like to edit.
3. Under Actions, Select Delete (Group Name).
4. If the Data Group has subsegments you will see the error message below.
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.
6. When done, you will see the success banner at the top.

Deleting Subsegments

1. Navigate to Tools > Setup. Under organization Setup select Configure Data Groups.
2. Select the Subsegment Data group you would like to edit.
3. Under Actions, Select Delete (Group Name).
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.
5. When done, you will see the success banner at the top.

Additional Resources

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