Configuring the Access to Offer Letter PDFs

Several elements must be configured to provide users access to Offer Letter PDFs and their content.

Granting the View offers permission. The View offers permission allows users to view offer information for their requisitions. You must grant this permission so users can access the Offers tab and view the offer grid in candidate submissions.
Setting the security level of Offer fields. The security level of offer fields can be defined to restrict their access. You can define how sensitive each offer field is by assigning the General, Restricted or Confidential security level. Offer fields appear in the offer grid. Offer fields can also appear within the offer letter. If the paragraphs of the offer letter are configured to contain any offer tokens, these fields will be printed in the offer letter. Setting the security level of offer fields does not control whether or not these fields are displayed to viewers of the offer letter PDFs.
Setting the security level of the "Letter Used" Offer field. You can also define how sensitive offer letters are. This is done by assigning the General, Restricted or Confidential security level to the Letter Used field. This field controls the display of the offer letter link in the offer grid Letter Used field and also the display of the offer letter link in the candidate submission History tab.
Granting the Security Level for Offers (in view mode) permission. You must grant users the Security level for offers (in view mode) permission to define if they have a general, restricted or confidential access to offer fields displayed in the offer grid.

Below are examples of how the system will behave depending on the above permissions and elements are configured.

Example 1: Prevent users from viewing E-Offer PDFs

In this example:

Recruiter Jane Smith has the permission to view offers for requisitions that she owns ("View offers - Only if this user is an owner of the requisitions").
Recruiter Jane Smith has the permission to view offer fields that are marked General ("Security level for offers (in view mode) - General").
The Letter Used field is marked Restricted.

For requisitions she owns, Recruiter Jane Smith:

Can see the Offers tab and offer grid in the candidate submissions.
Cannot see the offer letter name (Letter Used field) in the offer grid.
Cannot see the name of the offer letter in the candidate submission's History tab and thus cannot click it to view the PDF.
Cannot view the Print signed offer letter icon on the current offer in the offer grid, and thus cannot open the PDF.
Cannot see the name of the offer letter in the offer grid, neither for the current offer nor for any past offers.

Example 2: Allow users to view E-Offer PDFs

In this example:

Recruiter Jane Smith has the permission to view offers for requisitions that she owns ("View offers - Only if this user is an owner of the requisitions").
Recruiter Jane Smith has the permission to view offer fields that are marked Restricted ("Security level for offers (in view mode) - Restricted").
The Letter Used field is marked Restricted.

For requisitions she owns, RecruiterJane Smith:

Can see the Offers tab and offer grid in the candidate submissions.
Can see the name of the offer letter in the candidate submission's History tab.
Can see the name of the offer letter in the offer grid and click the link to view the offer letter content.

Note: Make sure that the security level of the Letter Used field is as secure as the fields contained in the offer letter. Users who have the permission to view offers can view the whole content of the offer letter, regardless of how sensitive some fields may be. Specific fields such as Salary can be marked Confidential. But all fields that are configured to appear in the offer letter will be displayed in the offer letter, regardless of their security level. So even if the Letter Used field is marked Restricted, the more-sensitive Salary field marked Confidential will still appear in it. Thus users who cannot see Confidential data such as Salary can still see the offer letter which is Restricted, and this offer letter can reveal the value of the Salary field. The offer letter containing the salary is less secure than the salary field itself.