Onboarding Data Groups

Onboarding Data Groups 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 explain what Onboarding Data Groups are and how to use them.

In this article:
What are Onboarding Data Groups?
How are Onboarding Data Groups used?
How do I assign Onboarding Data Groups?
Onboarding Data Groups F.A.Q.
Additional Resources

What are Onboarding Data Groups?

Onboarding Data Groups allows admins to hide onboarding packet contents from admins who do not have access to an employee's data group. In addition, they allow admins to automatically assign an employee data group in the onboarding process based on the data group already assigned to the requisition. Data Groups for onboarding restrict who has access to a new hire’s personal information and the completed onboarding packet.

Benefits

1. Ensure better data security, oversight, and compliance by limiting access to sensitive new hire data.
2. Protect and maintain the security of a new employee’s personal data and onboarding packet information throughout their tenure by automatically assigning them to a data group during onboarding.

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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 Onboarding Data Groups used?

With Onboarding Data Groups, the Dashboard, Onboards, and Completed Forms pages will only show onboards that:

1. Have a data group that matches the onboarding coordinator OR
2. The viewer is the coordinator, even if there is a data group mismatch

Note: HR admins have access to all data groups, so anyone with onboarding coordinator permission AND HR admin permission will see all onboarding in this view.

Please Note:

If a user tries to search for a new hire that they do not have access to, onboards or completed forms views would not return any results.

Default Options

1. On the onboarding dashboard, this criteria applies to the widgets: Starts this week, Recent Hires, In Process, and Onboarding Activity.
2. The system will set the new employee's data group to be the data group associated with the requisition, which can then be used to group employees within the performance tool.
   • Note: This will only happen with the first packet assignment. If the data group is changed on a requisition and a second packet is launched, it will not change the employee's data group.
3. If the employee's data group is changed or access for that coordinator is restricted, there is a line item under the "hire" tab in the candidate profile that is read-only.
4. The onboarding coordinator on the employee's packet will have access even if there is a data group mismatch.
5. The automatic assignment of a data group for a new employee during onboarding will make it much easier to assign a data group and keep records consistent and accurate.

How do I assign Onboarding 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.

Please Note:

You will need the Admin permission to assign data groups.

Assign Assignment

Each user will have 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. Choose the appropriate data group.
7. Click Update User Details to save these changes.

Assign Data Access to Admin

Assigning a user to a data group will give them 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 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 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.

    

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, you can select Upload CSV.

    

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

    

Onboarding Data Groups F.A.Q.

Who can view an onboarding packet?

Users with the onboarding coordinator's permission will have access to the employee's assigned data group and onboarding coordinators who are assigned to packets, regardless of the employee's data group. Onboarding coordinators who are directly assigned can view packets corresponding to their data group assignment.

Can a task be assigned to an employee in a different data group?

Yes, this tool is about locking down data in onboarding packets, not about restricting workflows or assignment access. If someone is assigned a task, they will have access to the task irrespective of their data group access controls.

If an org uses kiosk mode but still wants to use data groups, what will the data group assignment be when a new employee is created?

The data group would be "No Group" until otherwise assigned.

If an onboard has "No Group" assigned, can they be viewed from the onboarding dashboard?

The onboard will only be visible to the assigned onboarding coordinator.

How can a data group be changed post-packet launch?

A user admin will need to edit the employee's data group in User Setup Edit User.

Additional Resources

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