Restricting access to attributes and segments

It is possible to restrict access to specific attributes or segments, so that certain access control groups are unable to access them.

This article will contain:

• Background
• Restricting an attribute or a segment
• Managing access permissions
• Considerations

Background

For instance, if you do not wish for managers to view survey data from segments relating to employee salary information, the salary attribute can be marked as restricted for dashboard access. This means that managers will not be able to view any segments from the salary attribute, unless they belong to an access control group granting them access to view restricted attributes and segments. 

If you do not wish to mark an entire attribute as restricted, it is also possible to restrict specific segments. For example, if you have HR employees with full access to the platform, but do not wish for them to view data from their own team, it is possible to restrict the Human Resources segment as well as the equivalent HR Manager's segment. Alternatively, you may wish to restrict the CEO's team segment, and similar.

It is not possible to restrict a segment on employee records. If an attribute is not restricted, it will display all segment options on employee records.

Restricting an attribute or a segment

To get started, there are three things you should think about:

• What would you like to restrict?
• Would you like to restrict dashboard access or access to the employee record (for attributes), or both?
• Finally, which access control groups should have access to restricted attributes? 

Note: it's not possible to restrict Employee data access on the default Tenure attribute and it's not possible to restrict segments on the default Tenure attribute.

Creating a restricted attribute

1. Go to Administration > Attributes 
2. Click on the Add attribute button 
3. Give the attribute a Name and choose Attribute type (see Introduction to attributes and segments for more on attribute types)
4. Expand the Data access section to set Employee attributes and Segment scores restriction settings
5. Tick the Prohibit further changes to this setting box (available on Peakon Include add-on, see more in Configuration of sensitive editable attributes)
6. Review the Advanced setting tab, if needed
7. Click on Save changes to save the attribute

Restricting an existing attribute

1. Click on Administration, then go to Attributes 
2. Select the attribute you would like to update
3. Click on the Edit attribute button to restrict the attribute
4. In the side panel, select the Advanced option
5. Choose your selection for Employee data access and/or Dashboard access
6. Click on the green Save changes option to save changes

Restricting a segment

1. Click on Administration, then go to Attributes 
2. Select the attribute you would like to mark as restricted
3. Click the Edit button next to the segment you wish to restrict 
4. In the side panel, select the Advanced option
5. Choose your selection for Dashboard access
6. Click on the green Save changes option to save changes

Managing access permissions 

In some instances you may wish to allow certain groups of managers to be able to view a restricted attributes dashboard scores or employee data access when viewing employee records.

Administrators can manage user access to restricted attributes from within access control groups:

1. Go to Administration, then go to Access Control 
2. Select the relevant access control group
3. Click on the Access statistics and toggle the Access restricted attributes option to the on or off position 
4. If the View employees option is also turned on, toggle the View restricted attributes option to the on or off position 
5. Click on the Save group option

Considerations

True Benchmark

Restricted attributes will not be available for True Benchmark adjustments. This is something to consider especially when locking a restriction setting into place.

Strengths and priorities

Restricted attributes and segments cannot be highlighted as strengths or priorities. 

For those managers who do have access to view restricted attributes, these attributes can still be used in comparisons. 

Hierarchical segments

If someone is a segment manager of a segment that has an automatically populating hierarchy below it, the manager will be able to search and view any restricted segments within the hierarchy through the context switcher.

HRIS integrations

Restricted attributes will not sync through to Peakon when using an HRIS integration.