Setting up permissions in Zoho People
What is permissions management in Zoho People?
In Zoho People, you can configure permissions at a macro level. This ensures data security by allowing access only to intended roles or users.
The Super Administrator has access to view and edit all data and change settings.
Adding a Service Administrator
You can add service administrators for select services (Leave, Attendance, Performance, Compensation, Cases, Timesheet in Zoho People, click here to learn about service based administrators. (Method 1)
Permissions for handling operations (data) and settings on a service level are handled through the Administrator tab in Settings > Manage Accounts > User Access Control > Administrator. Learn more.
Each role (such as Team Member, Manager) has varied default access privileges, which can be managed at a macro level within each service, let us learn how this can be configured:
Configuring role-based record permissions for a form
To configure record permissions for general and specific roles, go to the Permissions > Record Permissions tab within the corresponding service settings page. For example: let us go to Settings > Leave > Permissions > Record Permissions > General / Specific Role (default Leave form is selected).
For the selected form, the corresponding permissions for each role can be managed here. For example, for most employees (team member roles) access may be limited only to view "My Data", which can be selected using the icons below the corresponding "View" column for that particular role. HR and other Administration oriented roles might require edit access for reportees or in some cases for all data, which can also be configured here. To edit permissions for a particular field within the form, click on the Edit icon here.
Configuring role based record permissions for fields within a form
To configure permissions for fields within a form, go to the corresponding service settings page and navigate to Permissions > Field Permissions.
Use the adjacent icons to set permissions (My Data, Reportee Data, All Date, etc). You can also group select fields using the checkboxes and set permissions for multiple fields at the same time. For example, if you want the reason for leave to be editable for the manager, then it can be accomplished here.
Field based permissions can also be edited from the form customization page when creating/editing a form.
Configuring role based permissions for importing and exporting form data
As the name suggests, these permissions are to manage who is authorized to import and export data relating to a particular service.
To configure this, go to the service settings page of the corresponding service and navigate to Permissions > Import and Export Permissions page. The green tick denotes that access is granted and the red tick denotes that it is restricted. Click on the icons to switch permissions.
Configuring role based tabular section permission for forms
Some forms may contain tabular sections, this setting lets you configure Add, Edit, and Delete permissions for these tables. To configure go to the service settings page of a service and navigate to Permissions > Tabular Section Permissions or Access Control > Tabular Section Permissions in case of Employee Information Service. The green tick denotes that access is granted and the red tick denotes that it is restricted. Click on the icons to switch permissions.
Tabular section permissions can also be edited from the forms customization page when creating or editing a form.
Configure role based access for features in Zoho People
In Zoho People, you can also allow or restrict access to some functions and features based on employee roles. For example, access to employee tree, delegations, birthdays buddy, API access, etc. To configure, go to Settings > Manage Accounts > User Access Control > Function Based Permissions. The green tick denotes that access is granted and the red tick denotes that it is restricted. Click on the icons to switch permissions.
Features available in the permissions tab vary from service to service. To view a list of supported permission features go to the Permissions tab within a service.
Configuring IP Restrictions
The IP Restriction feature in Zoho People allows administrators to control where employees can mark their attendance, start or end timesheet timers, access files by limiting access to an IP range. This ensures that access is only through a designated office or official remote location, preventing employees from accessing from unauthorized locations.
This feature is only available in Attendance, Timesheet, and Files service.
Configuring Geo Restrictions
The Geo Restriction feature in Zoho People allows administrators to control where employees can mark their attendance, start or end timesheet timers, access files by limiting access to physical locations specified through geo boundaries. This ensures that access is only through a designated office or official remote location, preventing employees from accessing from unauthorized locations.
This feature is only available in Attendance, Timesheet, and Files service.
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