How to Manage Access Roles

Updated August 05, 2024 11:46

The distribution of access roles is carried out to limit the access rights of each employee according to their function. This restriction primarily applies to confidential information such as salary data, taxes, and changes to company policies. Make sure access roles have been assigned to each employee. One employee can only have one access role. Previously, you could learn how to set up and change approvals, here .

There are two Role Types that you can choose, namely Custom and Default . The Custom Role Type has access rights to have a more specific sub-menu than the Default Role Type.

A. Role Type Default

To create an Access Role, you can enter the Company Setting menu.
Go to the Users tab and select Access Role .
Then, click “New”.
Name the permissions in the Role Name column.
There are 4 roles that you can choose, namely Super Admin , Admin , Employee , and Finance .

- Super Admin is a role that has the highest authority compared to other roles. All employee requests by default will be submitted to the Super Admin for approval unless otherwise specified in the approval path based on the job position. In general, the Super Admin can access the entire employee database, edit policies, and assign roles to other employees.
- Admin has authority that is not significantly different from Super Admin, it's just that there are restrictions on access to salary and tax information. The Admin function generally inputs data, such as new employees, leave balances, attendance, etc.
- Employees is an access right granted to employees, granting this access also simultaneously provides access for employees to use ESS (Employment Self Service).
- Finance is an access right granted to the finance department which can only record payroll information, such as payroll component adjustments, and run payroll processes.
Select a filter for access rights restrictions based on Organization, Job Position, Job Level, Branch and SBU therefore employees can only access data from the filter that has been selected .
In the Role Type section, select Default .
Then it will look like the following.

- If you check View , the role you choose is allowed to see the menu.
- If Edit is ticked, it means that the selected role is given access to edit or add to the menu.
- Whereas if you check Request , it means that the selected role can make requests for employees.
- And on Payroll Info and Run Payroll , the role you choose can access the menu if you check it.

B. Role Type Custom

1. To create an Access Role, you can enter the Company Setting menu.
2. Go to the Users tab and select Access Role .
3. Then, click "New" .
4. Name the permissions in the Role Name column.
5. Choose a role.
6. Select a filter for access rights restrictions based on Organization, Job Position, Job Level, and Branch , so that employees can only access data from the filter that has been selected.
7. In the Role Type section, select Custom .
8. Then a display like the following will appear.
9. There are menus and submenus that you can access according to the Role you choose. For example, if you select the Employee submenu on the Employee menu, then the Role you choose can see (View) and change or add (Add/Edit) from the selected submenu.
  
  Important
  If you have a Multi company in Talenta, you can enable View access for custom roles in Multi company management. Learn what Employee transfer Multi company management is, here.
10. And on the Payroll menu section, you can edit restrictions by clicking "Edit Restrictions" .
11. Then a pop-up will appear as follows.
12. Here, you can edit the criteria for employees accessing the payroll menu based on Organization, Job Position, Job Level, Branch and SBU .
13. On the Attendance menu and submenu section , if the View section is not clicked, then these roles cannot see the attendance history of other employees.
14. If all role access settings have been completed, click "Save" to save.