Setup Global Groups

The Global Filters functionality allows you to create role specific and non role specific filters. The role specific filters allow you to declare and assign important roles to employees and the non role specific filters allow you to filter employees on the basis of groups that can be used for easy searching, collective processing, allocation of common rules, and analytics and reporting.

The global groups can be created by HR Manager and the CEO of a company and cannot be deleted. The global groups can be created as and when required and they will be helpful while you set Appraisal rules, Leave applicability, Assign roles, and Process payrolls.

To understand different types of global groups, let us create three different types of Global groups:

  • HOD Finance & Accounts department
  • Onboarding Manager Role
  • Female Employees group

Example 1: HOD Finance & Accounts Department

You can create global groups to create HODs for various departments. This example creates a global group to create an HOD for Finance & Accounts department.

To create an HOD for Finance & Accounts department through global groups, you need to:

  1. Log into the system as an HR Admin/HR Manager.
  2. Go to Settings >> General settings >> Global groups and assign roles.The Setup global employee groups page appears, as shown in Figure 1.The page displays a list of already existing global groups.
  3. Click Add new group.createglobalgroup1Figure 1The Add page appears, as shown in Figure 2.
  4. Enter the name of the group in the Please specify a unique name for the group field.
  5. Select the desired role from Step 1: Setup roles  section, if you are creating a role specific filter. Else, you can select the Non Role Specific option if you are creating a non specific role filter.For this example select the HOD role.createglobalgroup2 Figure 2
  6. Select the filter criteria for the selection of existing employees to whom this group will apply from the Step 2: Identify employees section, as shown in Figure 3.You can select from Employment type, GenderDesignationGradeJob categoryDepartmentLocationFunction, and Region filters to select the employees for the group.For this example select Finance & Accounts department from Department filter and then select All from all other filters.The Finance & Accounts department employees of all employment types, gender, designation, location and region etc are selected for the group.
  7. (Optionally) select specific employees from the Add additional employees as a part of the search results to add specific employees to the group.createglobalgroup4 Figure 3You have to now assign this group to an employee who will be the HOD for the group.
  8. Provide the name of the employee in the Enter name field of the Step 3: Assign group to employees and give access rights section and then click on the + image to send the employee to the selected list, as shown in Figure 4.The employee is successfully assigned the group of employees that (s)he will head as an HOD.Now you have to assign the permissions to the employee.
  9. Select Full access from Step 3: Assign group to employees and give access rights to provide the HOD full access rights.You can select Read only access option if you want the employee to be able to view all the activities of the employees in this group but should not allowed to take any action on those activities.
  10. Select All modules from Step 4: Assign module visibility section to allow the HOD to have permissions on all the modules.You can select Selected modules option to allow HOD to have access to only limited modules.createglobalgroup5Figure 4
  11. Click Save to save the group.

 

Example 2: Onboarding Manager Role

The role based filters can also be used to assign specific HR roles to employees. For example, you can assign Onboarding manager role, Recruitment manager role, or Payroll Manager role to various HR Managers. This example assigns an Onboarding Manager role to an employee.

To assign the onboarding role to an employee, you need to:

  1. Follow steps 1-4 from Example 1: HOD Finance & Accounts Department.
  2. Select the HR Manager option from Step 1: Setup role section.Note:You don’t need to select the filter criteria for the selection of existing employees to whom this group will apply from Step 2: Identify employees section because the onboarding candidates are still external to the company and this option allows you to select the existing employees for the group to whom this group applies.You have to now assign this group to an employee who will be the onboarding manager for the group.
  3. Provide the name of the employee in the Enter name field Step 3: Assign group to employees and give access rights section and then click on the + image to send the employee to the selected list, as shown in Figure 6.The employee is successfully assigned the group of employees that (s)he will head as an Onboarding manager.Now you have to assign the permissions to the employee on the onboarding module.
  4. Select Full access from Step 3: Assign group to employees and give access rights to provide the onboarding manager the full access rights.You can select Read only access option if you want the employee to be able to view all the onboarding activities of the employees in this group but will not be able to take any action on those activities.
  5. Select Selected Modules from Step 4: Assign module visibility section to allow the onboarding manager to have permissions on the Onboarding module, as shown in Figure 5.createglobalgroup8Figure 5
  6. Click Save to save the group.

 

Example 3 : Create Female Employees group

You can use non role specific filter to create specific groups of employees so that special processing can be done for them easily. For example, you can create global groups for permanent, contractual, or trainee employees.  This example creates a non specific role filter for the female employees so that benefits specific to women can be provided to them.

To create a Female group of employees, you need to:

  1. Follow steps 1-4 from Example 1: HOD Finance & Accounts Department.
  2. Select the Non Role Specific option from Step 1: Setup role section.
  3. Select the filter criteria for the selection of existing employees to whom this group will apply from Step 2: Identify employees section, as shown in Figure 6.In this example, to filter permanent female employees of Administrative Support Workers and First/Mid-Level Officials and Managers,  select Permanent from Employment type list, Female from Gender list and Administrative Support Workers and First/Mid-Level Officials and Managers from Job category List.
    From the rest of the lists, you can select All option. You can also select specific employees to make them a part of the group from Add additional employees as a part of the search results field.createglobalgroup3

    Figure 6

    Note:

    For Non Role Specific option in Step 1: Setup roles section, you are not  allowed to assign access permissions and module visibility permissions to the employee because this group option does not contain any managerial permissions.

  4. Click Save to save the group.The global group is successfully created and a message suggesting the same appears, a shown in Figure 7.createglobalgroup7 Figure 7

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