Assigning Role-Based Permission for Offboarding

Objective

After completing this lesson, you will be able to assign permissions for the offboarding process.

Offboarding Permissions

Once Offboarding has been enabled, you need to identify and create user groups who will be performing specific tasks for the offboarding process (generally the manager and the offboardee). Other users may need to be involved, such as the security and IT team. The system administrator will also need access to specific offboarding configurations.

Watch this video about Offboarding Permissions.

Video Summary

To find Offboarding-specific permissions, go to the Manage Permission Roles tool and select a permission role. To display a list of permission categories, choose Permission.

Under the User Permissions category, you can find the following categories that contain Offboarding permissions:

Onboarding or Offboarding Object Permissions – This category contains offboarding permissions for a manager or HR representative, such as permission for returning company assets and managing knowledge transfer.
Employee Data – This category includes a list of HRIS fields important for two data review steps in the offboarding process.
Onboarding or Offboarding Permissions – This category has permissions that are relevant for users who need to monitor the offboarding process as it provides access to the Offboarding Dashboard.

Under the Administrator Permissions category, you can find the following categories that contain Offboarding permissions:

Manage Onboarding or Offboarding – This category includes the Cancel Onboarding Permission, which is useful for a manager or HR representative. All other permissions in this category are integral to the Offboarding Admin.
Onboarding or Offboarding Admin Object Permissions – This category includes the ONB2OffboardingActivitiesConfig permission, which provides access to configure Offboarding Programs. All object permissions in this category are needed by the Onboarding administrator.

Assign Permissions for Offboarding to Offboarding Administrators

Business Example

The organization wants you to assign Offboarding admin permissions to to an Offboarding Admin group as they will also be managing the Offboarding setup.

Assign Permissions for Offboarding to Offboarding Administrators

ExerciseStart Exercise

Steps

Navigate to Manage Permission Roles using Action Search.
Choose Create.
On the Basic Information step:
1. Set the Role Name field to Offboarding Admin.
2. Choose Next.

On the Add Permissions step:

Locate and grant (select) the following role-based permissions for your administrators:

Permission Group/Category	Permission Name
Manage Document Generation Templates	Select All
Onboarding or Offboarding Object Permissions	Select Edit: for: Asset Task Documents Data Document Template Equipment Type Equipment Type Value Knowledge Transfer Plan Knowledge Transfer Task Meeting Task ONB2ScheduledMessageActivity Process Process Trigger
Manage Onboarding or Offboarding.	Administrate Onboarding or Offboarding Content Permission to Cancel Offboarding
Onboarding or Offboarding Admin Object Permissions	Select Edit for: ONB2OffboardingActivtiesConfig ONB2OffboardingResponsibilityConfig
Configure Document Management	Select All
Configure DocuSign eSignature	Select All

Choose Next.
Choose Save on the Preview page.

When Prompted to Assign this role, choose Yes.
On the Basic Information step:
1. Leave the Assignment Name the same.
2. Leave the target population as Employee.
3. Choose Next.
On Grant Access To step:
1. Choose Employee in the Drop Down
2. Set From Groups -> System Administrators
3. Choose Next.
On Define a Target Population, leave the setting as Everyone and choose Next.
On Define Target Criteria, choose Next.
On Preview step, choose Save.
To refresh the permissions, log out of the system and log back in.

Assign Permissions for Offboarding to Managers and Offboardees

Business Example

You need to assign the permission to complete tasks in the offboarding process to the Hiring Managers group because they are the same managers involved in the offboarding process. Additionally you will configure the permissions for the Offboardee to participate in the process.

Assign Permissions for Offboarding to Managers and Offboardees

ExerciseStart Exercise

Steps

Navigate to Manage Permission Roles using Action Search.
Select Edit action on your Hiring Managers role.
On the Basic Information step, choose Next.

On the Add Permissions step:

Locate and grant (select) the following role-based permissions for your managers:

Permission Group/Category

Permission Name

Onboarding or Offboarding Object Permissions

Select Edit: for:

Asset Task

Knowledge Transfer Plan

Knowledge Transfer Task

ONB2ScheduledMessageActivity

Manage Onboarding or Offboarding.

Permission to Cancel Offboarding

Choose Next.
Choose Save on the Preview page.

Return to Manage Permission Roles.
Choose Create.
On the Basic Information step:
1. Set the Role Name field to Offboardee.
2. Choose Next.
On the Add Permissions step:
1. Locate and grant (select) the following role-based permissions for your offboardee:
  Permission Group/Category Permission Name
  Onboarding or Offboarding Object Permissions
  Select View for:
  Asset Task
  Knowledge Transfer Plan
  Knowledge Transfer Task
  ONB2ScheduledMessageActivity
2. Choose Next.
3. Choose Save on the Preview page.
When Prompted to Assign this role, choose Yes.
On the Basic Information step:
1. Leave the Assignment Name the same.
2. Leave the target population as Employee.
3. Choose Next.
On Grant Access To step:
1. Choose Employee in the Drop Down
2. Leave as All.
3. Choose Next.
On Define a Target Population:
1. Set to Filtered By: Granted User (Self).
2. Choose Next.
On Preview step, choose Save. Accept the warning message.

Summary

Assign user permissions to let managers and employees complete offboarding tasks, like reviewing data and returning company assets.
Assign monitoring permissions so users can access the offboarding dashboard to view status and track the process.
Assign administrative permissions so administrators can configure offboarding programs and manage critical system settings.

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