Understanding Static and Dynamic Groups
This chapter provides overviews of groups and group security and discusses how to:
Set group creation security.
Create and update static groups.
Create and update dynamic groups.
Understanding Static and Dynamic Groups
Several online and batch processing functions in Time and Labor use groups of time reporters that meet selection criteria that you define. Groups can be static or dynamic:
|
Static group |
Comprises users who meet the selection criteria defined on the Selection Criteria page. Membership does not change unless you add or remove members or change the selection criteria. |
|
Dynamic group |
The system updates membership automatically when you run a batch process or use the system's refresh feature. The process uses the date that the program runs to determine which time reporters satisfy the group selection criteria. Dynamic groups are resolved at run time for batch processes, but the group detail tables are not permanently updated. Refreshing dynamic groups within the group or using the Refresh Dynamic Group batch process will update the group detail tables. Time Administration and other batch processes call and refresh the group population as of start date that you specify on the run control page. If you do not enter a start date, they system uses current data for processing, but does not refresh the group details for other processes. |
Time reporters can belong to several groups simultaneously, depending on your reporting needs. For example, a time reporter may belong to a group of people on the fourth floor and to a group of managers.
Use the refresh feature to update group membership so that many online processes can use these groups.
Understanding Group Security
Time and Labor provides two security features that protect sensitive time reporter data:
Group Creation Security.
Prevents users who are associated with particular row-security permission lists from creating groups based on records and fields that contain personal time reporter data.
Group Security.
Defines which row-security permission lists have access to the time reporters in each group. If you choose to use group security rather than HRMS data permission security for a particular permission list, everyone who uses Time and Labor must belong to a group.
When you create a static or dynamic group, you can choose a task group for group members. The system uses the selected task group when time is reported for group members on the Mass Time Reporting page. The task group assigned to the group takes precedence over a task group assigned directly to a time reporter on the Maintain Time Reporter Data page.
Time and Labor Functions That Use Groups
These online functions use groups:
Mass time reporting.
Group schedule assignment.
Approve payable time (this uses the Manager Search filter feature which includes Group ID).
Manage exceptions (this uses the Manager Search filter feature which includes Group ID).
View TR Status page (uses Group ID).
Manager Search filter used on Manager Self-Service pages.
These batch processes use groups:
Time administration.
Batch approval.
When generating a TimeCard report or Scheduled Hours report, you can select the groups to include.
Note. A basic knowledge of SQL is helpful when defining groups.
See Also
Establishing Time and Labor Security
Setting Group Creation Security
To set up group creation security, use the Group Creation Security (TL_GROUP_FIELD_SEC) component.
This section provides an overview of group creation security and discusses how to set group creation security.
Understanding Group Creation SecurityYou can prevent users associated with particular row-security permission lists from creating dynamic and static groups that are based on sensitive data. Use the Group Creation Security page to identify the records and fields that are available to users associated with a given row-security permission list when creating and viewing groups. You can designate:
Which of up to six records users can access to define the selection criteria for group membership.
The fields within the six accessible records.
Accessible Records
You can grant access to fields within these six records:
JOB
EMPLOYMENT
PERSONAL_DT_FST
SCH_ASSIGN
TL_EMPL_DATA (available only when the Time and Labor option is selected on the Installation Table - Products page)
GP_PYGRP (available only when Global Payroll Core is selected on the Installation Table - Products page)
Page Used to Set Group Creation Security|
Page Name |
Definition Name |
Navigation |
Usage |
|
TL_GRP_FLD_SEC |
Set Up HRMS, Security, Time and Labor Security, Group Creation Security, Group Creation Security |
Prevent row-security classes from creating groups that are based on sensitive data. |
Setting Group Creation Security
Access the Group Creation Security page (Set Up HRMS, Security, Time and Labor Security, Group Creation Security, Group Creation Security).
|
Refresh Record Security |
Click to retrieve all records and fields that you have authority to access. The system clears previously defined access instructions for the row-security permission list identified on this page. This refresh feature is appropriate when:
Warning! If you refresh record security after granting access to certain records and fields, the system clears all access definitions. |
|
Allow Full Access |
Click to enable users associated with the row-security permission list to access all six records when creating and viewing groups. The system automatically selects all fields for all records that users have authority to access, according to the assigned row-security permission list. |
|
Remove All Access |
Click to prevent all users associated with the row-security permission list from using any of the six records and related fields as selection criteria when creating groups. Users are also prevented from viewing groups with membership based on these records. The system clears all check boxes for all six records. |
Record
|
Allow Record Access |
Click to allow access to all fields in the record that is currently displayed. The system automatically selects the Accessible check box to the right of each field name. |
|
Remove Record Access |
Click to disallow access to all fields in the record that is currently displayed. The system automatically clears the Accessible check box to the right of each field name. |
Record Field Accessibility
|
Accessible |
Indicates whether users have the ability to include the field within the selection criteria that they specify when creating groups. |
Creating and Updating Static Groups
To create or update static groups, use the Static Group (TL_STATIC_GRP) component.
This section discusses how to:
Specify criteria for static group members.
View and update static group members.
Set up static group security.
Pages Used to Create and Update Static Groups|
Page Name |
Definition Name |
Navigation |
Usage |
|
TL_GROUP_S1 |
Set Up HRMS, Security, Time and Labor Security, Static Group, Selection Criteria |
Specify the criteria for selecting group members. |
|
|
TL_GROUP_S2 |
Set Up HRMS, Security, Time and Labor Security, Static Group, Current Group Members |
View, update, and add comments to a list of the members of a static group. |
|
|
TL_GRP_SECURITY |
Set Up HRMS, Security, Time and Labor Security, Static Group, Security by Group |
Specify which row-security permission lists can view and edit time reporting data for this group of time reporters. |
Specifying Criteria for Static Group Members
Access the Static Group - Selection Criteria page (Set Up HRMS, Security, Time and Labor Security, Static Group, Selection Criteria).
|
Taskgroup for Time Reporting |
Select a task group for the system to apply when a user enters time for the members of this group through the Mass Time Reporting page. Use this feature when a group of time reporters is working on a temporary project or assignment. The task group in this field takes precedence over the task group assigned to time reporters on the Maintain Time Reporter Data page. |
|
TL Approval Group |
Select to indicate that this group is used for Time and Labor approvals. When you select the TL Approval Group field, the Security by Group Tab is not available for use. Approval groups define a list of approvers. Selecting this field enables you to use the group ID to set up approvals on the Workgroup or Time Reporting Code component when the Approval Definition ID is TLGroupMultiStageALL, TLGroupMultiStageSOME, or TLGroupSingleStageALL. You can also use an approval group to set up adhoc approval groups to filter available approvers designated as an ad hoc approver. Row security is not applicable to approval groups since they are not used to grant row security access. |
Group Parameters
Complete the Group Parameters group box fields for a new group that you want to include:
Members from an existing static group.
Members from an existing static group plus members of another static group.
Members from an existing static group minus members of another static group.
|
Group 1 |
Select the name of the group to include its membership in the new group. In the field to the right, indicate whether to include or exclude members of a second group: Select Minus to exclude all members of the group in the Group 2 field. Select Plus to include all members of the group in the Group 2 field. |
|
Group 2 |
If you selected Minus or Plus in the field to the left, select the name of the group for which to include or exclude membership. |
|
Add to Group |
Click to add members to the group, based on the criteria you've selected. Note. You must select the Add to Group button to add time reporters to the group. |
Select Parameters
Use the fields in this group box to define the selection criteria for adding members to the group. For example, you may want to add only those people who work in a particular location or job. The system uses the criteria to generate the WHERE clause of a SQL select statement, which can contain up to 254 characters.
Complete the Group 1 or Group 2 field for the system to include all time reporters who fit the group parameters and all time reporters who meet the criteria defined in these fields:
|
*( |
Select a bracket type. The system processes the statement in brackets before it processes the rest of the SQL WHERE clause. Select up to five open brackets: (((((. |
|
Record |
Select a record name. Only records with access given on the Group Creating Security page are available. You can choose any field from this record. |
|
Field Name |
Select a field name. Only fields with access given on the Group Creation Security page are available. You can now define this field with any valid value as part of your selection criteria. |
|
SetID |
If you select Job in the Record field and one of the following fields listed in the Field Name field, select the setID with which the field is associated. In all other cases, the SetID field is unavailable. SAL_ADMIN_PLAN GRADE STEP SALARY_MATRIX_CD DEPTID JOBCODE LOCATION |
|
Operator |
To perform a mathematical operation, select the appropriate symbol. Valid entries are: <, <=, <>, =, >, >=, and LIKE. If you select LIKE, you can enter a partial value in the Value field. For example, S. |
|
Value |
Select a value for the field name. If you selected LIKE as the operator, do not enter quotation marks or the percent sign in the Value field. This field is case-sensitive. Enter the value exactly as it is defined in the database. If entering a date, be sure to enter the proper date format for your environment. |
|
*) |
Select the closing bracket type. |
|
(unlabeled) |
If you want to add another parameter to your selection criteria (the WHERE clause), select AND or OR. |
|
Add to Group |
Click Add to Group to add the time reporters that fit the criteria created to this static group. This button also updates the meta-SQL in the SQL Object field. |
|
View SQL |
Click to view the SQL code generated by the WHERE clause. |
In some cases, the Value field does not provide a list of valid values from which to choose. This is because the selected field name, by itself, does not give the system enough information to retrieve the appropriate set of values. That is, the values for the selected field are dependent on the values for one or more other fields. Although you can type a value for any field in the Value field, the system may not return the expected results if the value is not unique. This table lists the fields whose values are dependent on other fields.
|
Record |
Field Name |
Table |
Dependencies |
|
EMPLOYMENT |
TIME_RPT_LOC |
TIMERPT_LOC_TBL |
COMPANY |
|
JOB |
ACTION_REASON |
ACTN_REASON_TBL |
ACTION |
|
JOB |
CONTRACT_NUM |
CNT_ACTIVE_VW |
EMPL_ID |
|
JOB |
HOLIDAY_SCHEDULE |
HOLIDAY_VW |
REG_REGION |
|
JOB |
PAYGROUP |
PAYGROUP_TBL |
COMPANY |
|
JOB |
EMPL_TYPE |
PAYGRP_EMPLTYPE |
COMPANY, EMPL_TYPE, PAYGROUP |
|
JOB |
GRADE |
SAL_GRADE_TBL |
SAL_ADMIN_PLAN, SETID |
|
JOB |
STEP |
SAL_STEP_TBL |
GRADE, SAL_ADMIN_PLAN, SETID |
|
JOB |
REG_REGION |
REG_STANDARD_VW |
OPRCLASS |
|
PERSONAL_DT_FST |
BIRTHSTATE |
BIRTHSTATE_VW |
BIRTHCOUNTRY |
|
TL_EMPL_DATA |
TASK_PROFILE_ID |
TL_TASKGRP_PRFL |
TASKGROUP |
See Also
Defining Task Reporting Requirements
Viewing and Updating Static Group Members
Access the Static Group - Current Group Members page (Set Up HRMS, Security, Time and Labor Security, Static Group, Current Group Members).
|
Sort By |
Select EmplID (employee ID) to sort members by employee ID or select Name to sort members alphabetically by last name. |
|
Delete Row |
To remove a member from the group, select the Delete Row check box to the right of the member's name. |
|
Remove All |
Click to remove all time reporters from the group. |
|
Remove |
To remove selected time reporters from the group, select the Delete Row check box to the right of the time reporter's name and click this button. |
Setting Up Static Group Security
Access the Static Group - Security by Group page (Set Up HRMS, Security, Time and Labor Security, Static Group, Security by Group).
Note. The Security by Group page is not available if you select the TL Approval Group field on the Static Group - Selection Criteria page.
Note. You use the same Security by Group page to define security access to a static group and a dynamic group.
|
Row Security Permission List |
Select the row-security permission list to associate with this group. In doing so, you grant users who are associated with the row-security permission list the authorization to edit and view data for the time reporters in the group. |
|
Permission List Description |
The description of the row security permission list that you selected is displayed. |
Creating and Updating Dynamic Groups
To create or update dynamic groups, use the Dynamic Group (TL_DYNAM_GRP) and the Refresh Dynamic Group(s) (TL_RUN_GRP_REFRESH) components. Use the TL_DYNAM_GRP component interface to load data into the tables for this component.
This section discusses how to:
Specify criteria for dynamic group members.
Preview dynamic group members.
Set up dynamic group security.
View dynamic group members
Update dynamic group membership.
Pages Used to Create and Update Dynamic Groups|
Page Name |
Definition Name |
Navigation |
Usage |
|
TL_GROUP_D1 |
Set Up HRMS, Security, Time and Labor Security, Dynamic Group, Selection Criteria |
Define the criteria to select members of the group. |
|
|
TL_GROUP_D2 |
Set Up HRMS, Security, Time and Labor Security, Dynamic Group, Potential Group Members |
Preview the list of time reporters who currently meet the selection criteria for a dynamic group. Also, ensure that you've defined the correct selection criteria. |
|
|
TL_GRP_SECURITY |
Set Up HRMS, Security, Time and Labor Security, Dynamic Group, Security by Group |
Specify which row-security permission lists can view and edit time reporting data for this group of time reporters. |
|
|
TL_GROUP_LIST |
Set Up HRMS, Security, Time and Labor Security, Dynamic Group, Current Group Members |
View the current members of a dynamic group. Refresh group membership. |
|
|
TL_RUN_GRP_REFRESH |
Set Up HRMS, Security, Time and Labor Security, Refresh Dynamic Group, Refresh Dynamic Group(s) |
Refresh membership in multiple dynamic groups at once. |
Specifying Criteria for Dynamic Group Members
Access the Dynamic Group - Selection Criteria page (Set Up HRMS, Security, Time and Labor Security, Dynamic Group, Selection Criteria).
|
Taskgroup for Time Reporting |
Select a task group for the system to apply when a user enters time for the members of this group on the Mass Time Reporting page. Use this feature when a group of time reporters is working on a temporary project or assignment. The task group in this field takes precedence over the task group assigned to time reporters on the Maintain Time Reporter Data page. |
|
TL Approval Group |
Select to indicate that this group is used for Time and Labor approvals. When you select the TL Approval Group field, the Security by Group Tab is not available for use. Approval groups cannot use row security permission lists. Approval groups define a list of approvers. Selecting this field enables you to use the group ID to set up approvals on the Workgroup or Time Reporting Code component when the Approval Definition ID is TLGroupMultiStageALL, TLGroupMultiStageSOME, or TLGroupSingleStageALL. You can also use an approval group to set up adhoc approval groups to filter available approvers designated as an ad hoc approver. Row security is not applicable to approval groups since they are not used to grant row security access. |
Select Parameters
Use the fields in the Select Parameters grid to define the selection criteria for adding members to the group. For example, add only those people who work in a particular location or job. The system uses the criteria to generate the WHERE clause of the SQL select statement. A WHERE clause can contain up to 254 characters.
|
*( |
Select a bracket type. The system processes the statement in brackets before it processes the rest of the SQL WHERE clause. Select up to five open brackets (((((. |
|
Record |
Select a record name. Only records with access given in the Group Creation Security page are available. This is the record from which to choose any field. |
|
Field Name |
Select a field name. Only fields with access given in the Group Creation Security pages are available. This field can now be defined with any valid value as part of your selection criteria. |
|
SetID |
If you select Job in the Record field, and one of the following fields listed in the Field Name field, select the setID with which the field is associated. In all other cases, the SetID field is unavailable. SAL_ADMIN_PLAN GRADE STEP SALARY_MATRIX_CD DEPTID JOBCODE LOCATION |
|
Operator |
If you want to perform a mathematical operation, select the appropriate symbol. Valid entries are: <, <=, <>, =, >, >=, and LIKE. If you select LIKE, you can enter a partial value in the Value field. For example, S. |
|
Value |
Select a value for the field name. If you selected LIKE as the operator, do not enter quotation marks or the percent sign in the Value field. This field is case-sensitive. Enter the value exactly as defined when added to the database. If entering a date, be sure to enter the proper date format for your environment. |
|
*) |
Select the closing bracket type. |
|
(unlabeled) |
If you want to add another parameter to your selection criteria (the WHERE clause), select AND or OR. |
|
Create SQL |
Click the Create SQL button to update the SQL code that selects group members. |
|
View SQL |
Click the View SQL link to access the View SQL page, where you can see the SQL code generated by the WHERE clause. |
See Also
Defining Task Reporting Requirements
Previewing Dynamic Group Members
Access the Dynamic Group - Potential Group Members page (Set Up HRMS, Security, Time and Labor Security, Dynamic Group, Potential Group Members).
|
Sort By |
Select EmplID (employee ID) to sort time reporters by employee ID or select Name to sort alphabetically by last name. |
|
View Current Group |
Click to view a list of all time reporters who currently meet the selection criteria. |
When you're ready to create and save the group, use the Current Group Members page or the Selection Criteria page.
Setting Up Dynamic Group Security
The Static Group - Security by Group page for dynamic groups is the same as the page for static groups.
See Also
Setting Up Static Group Security
Viewing Dynamic Group Members
Access the Dynamic Group - Current Group Members page (Set Up HRMS, Security, Time and Labor Security, Dynamic Group, Current Group Members).
The refresh feature enables you to update membership in a dynamic group. When you start the process, the system removes time reporters who don't fit the group selection criteria and adds time reporters who do. Use the Refresh Dynamic Group feature before accessing any online page on which you access time reporters. This ensures an up-to-date group member list when the page is displayed. It's not necessary to refresh dynamic groups before batch processing. Time and Labor automatically refreshes group membership before processing time.
Note. The Security by Group page is not available if you select the TL Approval Group field on the Dynamic Group - Selection Criteria page.
|
As Of Date |
If you entered an as of date on the Refresh Dynamic Groups page when you last refreshed this group, that date appears here. |
|
Sort By |
Select EmplID (employee ID) to sort group members by employee ID or select Name to sort members alphabetically. |
|
Refresh Dynamic Group |
Click to refresh immediately. The system refreshes and displays the dynamic group membership. |
Updating Dynamic Group Membership
Access the Refresh Dynamic Groups page (Set Up HRMS, Security, Time and Labor Security, Refresh Dynamic Group, Refresh Dynamic Group(s)).
The refresh process uses today's date or a specified as of date to determine which time reporters meet the group selection criteria.
|
Use Current Date |
Select for the system to retrieve all time reporters who meet the selection criteria today. |
|
As of Date |
The As of Date field appears only if you clear the Use Current Date check box. Enter the date for which you want the group refreshed. Enter a previous date to refresh the population of a group or groups for a previous date. |