Need to limit the access of an user with administrator permission? Actuation groups can solve that!
What is a Business Partner (BP)?
It can be that person linked directly to HR, who helps the company in an area/sector/department, to manage, align, and make definitions that directly impact people involved. Unlike HR, which works on all fronts, a BP needs to have access to information only from the sector it is responsible for.
And how do we limit this access in the platform? Let's move on to the next step!
How to create a new performance group?
In this step, the change can only by done by an user who has full admin access.
The first step is to find the user who needs the permission in organization > users:
Access the user’s profile and go to the "Permissions" section:
Select the product in which the user will have the BP permission, then choose the actuation group name, if it is already created. Or if this is the first time setting up this permission, click on "Manage Actuation Group".
In this tab, to create a new group, simply by putting the new segment information in the information table on the right and click save:
To set who will be part of the group, you can use the tags and/or teams that are already created in the platform. Or if you prefer you can include people individually.
The articles "How to create teams for OKRs" and "Everything you need to know about TAGs at Qulture.Rocks" can help with the setup of teams and tags to use when creating segments.
Currently there are two types of actuation groups:
(i) Dynamic user filter: the filter automatically updates according to the tags and teams of the employees entered into it.
Example: In January, the Segment "Sales Support Team" was created and it contains all the employees with the tag "sales support". Over the months of February and March, several users were added with this tag, and others were excluded from this tag. In April, after all these changes, when consulting the segment, we will see that it is updated. That is, the segment was automatically updated as the tag changes were made over the months.
(ii) Fixed user filter: the filter does not automatically update the users, which means that the groups remains with the users, with their tags and/or teams, according to the segment creation’s date.
Example: In January, the "Back Office SP" segment was created and in it are all the employees from the "Back Office SP" team, but between February and March 4 people left this team and 2 new ones joined.
At the end of March, when we consult the segment, we see that it continues with the record of the employees from the month of January, that is, without the updates that were made. The segment then remains with the same employees and their respective tags/teams as on the date the segment was created, with no updates.
Once you have set up the restrictions, simply go back to the person's profile page, select the created group, and save the changes.
Now the BP will only have access to the information of the people registered in its group.
E.g. Claribel should be the new PR for sales. So it would make no sense for her to be able to track the results of someone from CS. So let's limit her access to Sales people only. Claribel as a BP, can see the results or information of everyone in her group, even if they are not in the tree of people in the org chart.
IMPORTANT: It is necessary to register the direct leaders of the BP in the performance group. If this is not done, she will not have access to the results or information, even if she is direct in the org chart.
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