Permissions: Owners

Product tier: Available for Greenhouse Onboarding and Greenhouse Welcome subscription tiers

Owners can configure which employees have access to create and manage field reports in Greenhouse Onboarding.

Create custom access roles with the Can manage field reports permission stripe and assign this role to allow specific users to build and manage field reports with custom fields.

Add field report permissions to a custom role

To get started, you'll need to configure a new or existing custom role with permission to manage field reports.

From the Greenhouse Onboarding homepage, navigate to Settings Data Flow Permissions.

Settings page in Greenhouse Onboarding with Settings Data Flow and Permissions tabs highlighted

In the Custom Access panel, click an existing custom access role to manage its permissions.

Custom Access panel in Greenhouse Onboarding permissions settings with existing custom role hovered over and highlighted

You can also click Create New to create a new custom access role. Give your new role a Name, then click Save and Close to begin editing this role's permissions.

Create custom role dialog box for Can manage field reports role with name filled out

Navigate to the Settings tab in your custom role.

Under Permissions, mark the checkbox Can manage field reports.

Field report custom role settings tab with Can manage field reports permission enabled

Your changes are saved automatically.

Any user who's assigned this role will now have access to create field reports and manage their saved field reports.

In the next step, you can limit access to manage certain employee fields in field reports based on rules that you define for each custom access user.

Assign users to a custom role with field report permissions

Next, assign permission to manage field reports to specific users in your organization. You can also add rules to define which employees' fields can be viewed by custom users managing field reports.

Navigate to the Users tab for your custom role, then click Add User.

New custom role users tab with Add User button highlighted

Under the Add user(s) field, use the dropdown menu to select each user in your organization that you want to assign to this custom role.

Note: You can add multiple users simultaneously during this step. Be aware that adding multiple users at once will give them all the same match rules, which are defined below. If you need custom users to have different rules for managing employee fields in field reports, add them one at a time or in batches.

Can manage field reports new custom role with users selected in Add users field

Define rules to manage field reports

Use any of the following fields to define which employees and employee fields this user will have access to when creating field reports:

  • Department matches – manage fields for employees from specific departments in your field report
  • Location matches – manage fields for employees from specific locations in your field report
  • Employment Status matches – manage fields for employees with specific employment statuses in your field report
  • Other Criteria matches – manage fields for employees with matching other criteria in your field report

Can manage field reports new custom role with match criteria selected and highlighted

Example: You'd like to give two Engineering managers custom access to create and manage field reports for employees based in New York and working in the Engineering department.

Select the two managers' names from the Add user(s) menu.

Select Engineering from the Department matches menu.

Select New York from the Location matches menu.

Once you save your selections, these two managers will be able to create and manage field reports displaying fields for employees in the Engineering department and based in New York.

Click Save and Close. Repeat the process of adding users and defining their specific access rules as needed.

Once you're finished, custom access users will be able to create field reports with employee fields that match their custom role's defined rules. They'll also be able to manage any of their own saved field reports.

Note: Users with custom access to manage field reports can view and manage reports that they've personally created. They won't be able to view field reports created by other users.

Required access to employee fields

Greenhouse Onboarding users can have multiple custom roles with varying field access permissions. This means that users with custom access to manage field reports may see columns or fields that have been restricted. If a field displays Requires access, you don't currently have access to this field in your custom role's field permissions.

Example of Requires access field in Field report

Custom access users can add field report columns for employee fields they have access to in any assigned custom role. However, users will only be able to filter these columns if they have access to the same field across every custom role they've been assigned.

Example: You have two assigned custom roles.

One role gives you permission to view the Computer ID field for employees in the Product department.

One role gives you permission to view the Computer ID and Software Needed field for employees in the Marketing department.

In your field report, you'll see matching employees from the Product and Marketing departments. You can add field columns to your report for Computer ID and Software Needed.

However, you won't be able to see Software Needed field values for employees in the Engineering department. In addition, you can't filter the Software Needed field because you don't have access to this field in both custom roles.

If you don't have access to the fields you need, reach out to your organization's Owner user to reconfigure your custom permissions.

Additional resources