Field level security

Field level security limits access to certain categories of data for a specific employer. It is available for SAP Crystal Reports, Secure Query, and some Sage HRMS Detail pages. Field level security is set at the group level, so all the users assigned to the group have the same type of security selected for each category.

When you initially add a security group, the group does not have access to view or update fields containing information in the following categories: Address/Phone, Salary, and EEO. You can provide access to view or update these fields through field level security.

Note: Field level security is not available for standard reports. If you need to prevent certain employees from viewing specific fields on standard reports, consider removing the entire report from the menus to which the employees have access; (you use group security to remove reports from menus).

Field level access

Fields in the Address/Phone category pertain to home (not business) information. This information is located on the Demographics page in Sage HRMS Payroll. Fields included...

  • Telephone number
  • Street address
  • City
  • State
  • ZIP/postal code
  • County
  • Country

Fields in the Salary category are found on the Payroll Status and Current Pay Status pages in Sage HRMS. Fields included...

  • Unit pay rate
  • Pay period salary
  • Hours/units worked per pay period
  • Pay frequency
  • Annual pay
  • Shift premium
  • Last pay change amount or percent bonus amount (if applicable)
  • Salary grade
  • Frequency of the employee’s contribution to savings plans

The EEO category controls access to EEO information. Fields included...

  • Marital status
  • Ethnic origin
  • Gender
  • Disability
  • EEO-1 pay band
  • EEO-1 total hours worked

Note: Not all these fields are contained in the Sage HRMS system databases. Therefore, for some fields, you can only set field level security if you selected products other than the Sage HRMS system.

To set or change field level security

  1. Select Setup > System > Security > Group Security.
  2. On the Security Groups page, highlight the group you want to change, and then click More.
  3. On the Security Group page, click the Field Level Security tab.
  4. For Employer Selection, select an employer.

  5. For each field category, select one of the following access options. Access rights are initially set to Not View.

    • Not View: Restricts users in the group from viewing and updating the data. When users access areas of the system containing these fields, the word Hidden is displayed.

      Note: If users cannot view a field that appears on a report, they cannot generate that report.

    • View: Allows users in the group to view the data but restricts them from updating it.
    • Update: Allows users in the group to view AND change the data.
  6. Click Apply to save your changes for this employer.
  7. To set field security for another employer, repeat steps 4 - 5.
  8. When you are finished setting field security, you can move to another tab on the Security Group page.
  9. When you are finished with this group, click OK to save the settings for this group and return to the Security Groups page.
  10. When you are finished, click black X icon (the close page icon) to close the Security Groups page.