Securing Staff in Staff Access Groups

Staff access groups are used to safeguard confidential or sensitive staff profile information. You can use the Secured Staff window to select the staff to restrict access to. Only those staff who are assigned as staff with access can see the secured staff when working in product modules selected for the staff access group. Otherwise, secured staff are not included in staff grids.

You can manage staff security in the staff access group profile using the following methods:

• Automatically by attributes. Select an organizational unit, position, or both to use as criteria for automatically assigning staff to the access group. If both criteria are selected, staff must match both attributes. Staff whose attributes match the criteria are automatically secured in the staff access group, unless you exclude them individually. The staff secured in the staff access group dynamically change when staff attributes are modified in the staff profile.
• Individually. You can include or exclude individual staff by selecting them in the Staff Assignments grid. Selecting staff individually will include the staff in or exclude the staff from the staff access group, regardless if the staff attributes meet or do not meet the selection criteria. For example, Exclude prevents staff from being assigned even when their attributes meet the selection criteria.

Tip: The simplest security method is to secure all staff in a single staff access group and assign staff with access to those who need to see staff information for maintenance or supervision. Any number of staff access groups can be created to meet a wide variety of access situations. Create additional groups that meet your identified needs. Try to keep your security as simple as possible. See Using Best Practices to Secure Staff Information for more information.

To display the staff access group Secured Staff window, do the following:

1. Open Dashboard, click Application Links on the navigation panel, and then click Access groups under Security.
2. Click Staff Access Groups on the navigation panel.
3. Do one of the following:
4. Add a staff access group.

Click New > Staff Access Group on the Home tab of the ribbon, or right-click the grid and select New > Staff Access Group from the menu to create a staff access group.

Copy an existing staff access group.

Select an item in the grid and click Copy in the Create group on the Home tab, or right-click an item in the grid and select Copy from the menu.

The staff access group profile displays with all information from the originating staff access group, except for the name and description.

Edit an existing staff access group.

Select an item in the grid and click Open in the Edit group on the Home tab, or right-click an item in the grid and select an option from the Open menu.

4. Click Secured Staff on the navigation panel.
5. Select the criteria to assign secured staff. Explain the attribute criteria.

Component	Description
Organizational units	Click the link to display the organizational units, such as region, office, or business unit, set up for your firm. Select the organizational unit attributes on the Select Attribute Values window. See Selecting Attribute Values for more information. Click OK. Staff whose region, office, or business unit matches one of the selected organizational units are secured in the staff access group, if the staff is not specifically excluded and, if applicable, the staff also meets the selected position.
Positions	Click the link to display the positions, such as manager, partner, or senior, set up for your firm in Staff Lists. Select the position attributes on the Select Attribute Values window. Click OK. Staff who are assigned the selected positions in their staff profiles are secured in the access group, if the staff is not specifically excluded and, if applicable, the staff also meets the selected organizational units.

6. Select to include or exclude specific staff, if needed. You can assign staff to this access group using only the Staff Assignment grid, or you can use this grid to update the list of staff already selected from your organizational unit and position criteria. Explain the grid components.

Component	Description
Include	Select to include staff in the staff access group. Select this box to include staff who should always be secured, regardless of their attributes.
Exclude	Select to exclude staff from the staff access group, even when the staff profile information meets the attribute criteria as defined for the staff access group.
Meets Attributes	Displays a check mark for staff who meet the defined attribute criteria.
Assigned	Displays a check mark for staff who are secured in the staff access group because the staff information meets the attribute criteria or because the staff was explicitly selected using the Include option.
Staff attribute columns	Displays attribute values for each staff in the grid.

7. Select from the button bar options, if needed. Explain the button bar options.

Component	Description
Open Staff Profile	Select a staff in the grid and click Open Staff Profile to display the Staff Profile window where you can edit or review the existing staff information.
Show All Assigned	Click to display only the secured staff. Staff can be assigned because the staff information meets the attribute criteria defined in the staff access group profile or the staff was explicitly selected using the Include option.
Refresh	Click to refresh the grid to show all staff that meet the selected attribute criteria. Any new staff that are added since opening the staff access group profile display in the Staff Assignments grid. Staff that were deleted since opening the staff access group profile are removed from the grid.

8. Click one of the Save buttons or cancel.

Button	Description
Save	Saves the changes and the window stays open for editing.
Save & New	Saves the changes and opens a new window to create a new access group. This option is available only when you are creating a new access group.
Save & Close	Saves the changes and exits the window.
Cancel	Exits the window without saving your changes.