Create a Data Role

The data role lets HR specialists access person records based on their areas of responsibility. In this example, you create an HCM data role that you can assign to all human resource (HR) specialists in Vision Corporation.

For example, an HR specialist could be the human resources representative for the Vision Canada legal employer. Using this data role, the HR specialist could access person records for workers in Vision Canada.

Before You Start

You need to do a couple of things first:

1. Define an area of responsibility for each HR specialist. Select the Human resources representative responsibility type and set the scope to the relevant legal employer, for example, Vision Canada.
2. Check that security profiles aren't assigned directly to the Human Resource Specialist job role. If they are, then you must remove them. Otherwise, the HR specialist's access to person records might not be as expected.

Create the HCM Data Role

Let's look at how you enter the key values for this data role. For other fields, you can use the default values.

1. Select Navigator > My Client Groups > Workforce Structures.
2. On the Tasks panel tab of the Workforce Structures work area, select Manage Data Roles and Security Profiles.
3. In the Search Results section of the Manage Data Roles and Security Profiles page, click Create.
4. On the Create Data Role: Select Role page, enter these values:

   Field	Value
   Data Role	Legal Employer HR Specialist
   Job Role	Human Resource Specialist

5. Click Next to open the Create Data Role: Security Criteria page.

Specify Security Criteria for Each Secured Object

1. In the Person section, enter these values:

   Field	Value
   Person Security Profile	Create New
   Name	Workers by Legal Employer

2. Select Secure by area of responsibility.
3. For all other security profiles, select a supplied View All profile. For example, in the Public Person section select View All People, and in the Position section, select View All Positions.
4. Click Next until you reach the Assign Security Profiles to Role: Person Security Profile page.

Create the Person Security Profile

1. In the Area of Responsibility section, select Secure by area of responsibility if it isn't already selected.
2. Enter these values:

   Field	Value
   Responsibility Type	Human resources representative
   Scope of Responsibility	Legal employer

3. Click Review to open the Create Data Role: Review page.

Review and Submit the HCM Data Role

1. Review the HCM data role.
2. Click Submit.
3. On the Manage Data Roles and Security Profiles page, you can search for the new HCM data role to confirm that it was created successfully. When the role’s status is Complete, you can assign the role to your HR specialists.