Automatically populate user groups based on the HR organisation chart

You can have Profit populate user groups automatically based on organisational units (departments) from the organisation chart. In other words: if a user/employee belongs to a certain organisational unit, he automatically becomes a member of a user group (or multiple user groups).

The organisation chart (Profit HR) is a schematic representation of the organisational structure. From top to bottom it consists (for example) of the management, various departments and teams. The organisation chart shows the connections and authority relationships between these business units.

Description

If you want to use this method, you must populate authorisation groups based on selections. The selection forms a link between an organisation chart and an authorisation group:

• Each selection contains one filter, for example, on the code of the organisational unit (OU).
• You link each selection to one authorisation group. As a result, Profit can populate the authorisation group with the employees who meet the filter criteria.

The selections are not linked to organisational units in the organisation chart. Profit uses the selections that are linked to authorisation groups to determine for each authorisation group which employees/users are members of the authorisation group.

You determine for each authorisation group if Profit automatically populates it based on a selection. It is possible to apply this method for the authorisation groups that are suitable for this, while you manually populate other authorisation groups (for example, because the users involved do not appear in the organisation chart as employees).

Extended example

The Medewerkers PZ department includes the employees Herma Sprong and Maaike Clement.

You add a selection using the filter OU = PZTEAM. The employees Herma Sprong and Maaike Clement meet the filter criteria. If you link this selection to the PZTEAM authorisation group, Profit links the employees Herma Sprong and Maaike Clement to this authorisation group.

After a while, Maaike Clement leaves the Medewerkers PZ department and she is succeeded by Wilma Bakker. You update the authorisation groups and Profit also applies the change in the PZTEAM authorisation group; from then on, it consists of Herma Sprong and Wilma Bakker.

Procedure

• Add a selection

  You can add a selection, in which you set a filter for an organisational unit. You must record one selection for each authorisation group you wish to fill.

• Link selection to authorisation group

  You populate the authorisation group based on a selection. This means that the authorisation group is automatically populated with members (users) based on the selection. You cannot populate the authorisation group manually.

• Update authorisation groups based on selection

  User groups that are populated based on a selection should be refreshed on a regular basis. When you refresh the groups, Profit apgain applies the filter of the linked selections, thus refreshing the user groups.

• Authorisation based on position allocation

  When filling authorisation groups based on selections, Profit uses the organisational unit of the employee by default. You can also use the organisational unit from the position lines of the employee. As a result of this, an employee can have more than one organisational unit, and can therefore also be assigned to more than one authorisation group.