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Author's profile photo Priyanka Agarwal

H1 2021 – Restricting Target Population to Peers in Team Absence Calendar

Hello EC Time community,

Interestingly, over the last couple of releases we have been enriching the Team Absence Calendar with new features every release. We delivered features like Indirect Reports View, Day View, Search capabilities within the Team Absence Calendar. Now with the H1 2021 release, we are delivering a new Permission setting for the Team Absence Calendar since absence details are highly sophisticated information and are displayed only to people who can view the absence details. Some companies need to restrict the display of absences in the Team Absence Calendar due to even stricter data privacy laws. The Team Absence Calendar now comes with much more improved Role-Based-Permissions on Peers. Using which, you can now define the target population to only the Peers group instead of assigning the Employee Time permission to all employees. With this feature, we have delivered upon one of the long-awaited enhancement requests on the influence portal.

Thanks to our RBP team within SuccessFactors for working on this enhancement request and delivering on it.

Some of the Use Cases where the new Peers permission is useful:

  • Employees want to view peer’s absence in the Team Absence Calendar. Currently, you need to enable the view permission on Employee Time object, for all employees, in order to view the peers in Team Absence Calendar. This could lead to allowing download of a report (for example: Absences of type allowance) for all employees in the system by an HR administrator who is only responsible for one department.
  • Employees across different legal entities can report into the same Manager regardless of which legal entity the Manager belongs to. People within one legal entity are not allowed to see any absence information on people within the other legal entity and vice versa. The team absence calendar should show only peers from the same legal entity.

Let’s take a look at the details on the feature and how to configure with the above use cases.

Scenario 1:  Restricting the target population to Employee’s peers and manager.

Step 1: Create a new Permission role called “My Peers Role”. Select “Granted User’s Peers” as target population and grant this role to “All Employees”.

Step 2: Assign the view Permission on the Employee Time object if the Employee Time object is Secured = “Yes” under “Configure Object Definitions”.

With the above permission setting, Ernst Weiss’ Peers absences are shown but his Manager’s absence is not shown as seen below:

Step 3: Create a new permission group using add button. Click on Edit Granting and add “Granted User’s Manager” as Target Population. This step is optional .You can add the manager of the employee based on your requirements. If you do not want your employees to view their manager’s absence, you don’t need to add this permission group to your permission role.

This is how it looks after defining the new permission setting for viewing Peers absences.

Check if Manager’s absence is shown in Team Absence Calendar.

 

Scenario 2: Restricting the target population to peers from same legal entity as the Employee.

Example: Manager has employees reporting from both UK and DE legal entities.
Define a permission role with permission group which contains legal entity DE(ACE_DEU).
The Team Absence Calendar Peers view should only show absences of Peers who belong to legal entity DE.

User Paul Horn who belongs to legal entity Ace DE(ACD_DEU) has a peer Colby Evans from legal entity Ace UK(ACE_GBR).

Before applying the permission, user Paul Horn can view his peer Colby Evans’ absences who belongs to legal entity ACE_GBR.

Now let’s define a permission to restrict viewing absences from any other legal entity other than DE legal entity.

Step 1: Create a permission group using “Manage Permission Groups” for legal entity ACE_DEU users.

Step 2: Under “Edit Granting”, grant the role to permission group “Peers_DEU” and specify the target population as “Granted User’s Peers” from the permission group “Peers_DEU”. This setting should restrict the target population to only peers from Legal Entity (ACE_DEU).

Here is how it looks after granting the permissions. You can add the manager to the permission group if needed.

Don’t forget to assign the view permission on the Employee Time object for this permission role otherwise no absence will be shown in the peers view of Team Absence Calendar.

Let’s check the result.

Paul horn is the employee from legal entity DE who has peers from both legal entity DE and UK. Colby Evans absence data is not displayed. Only the absences of users who belong to legal entity DE are displayed.

As you have seen that with the new permission on Peers level, the Team Absence Calendar shows much more advanced capabilities in terms of permission control. This new permission can also be used in other areas within SuccessFactors if you have any use cases in SuccessFactors Performance Management or in SuccessFactors Employee Central.

Hope you liked this new feature. Stay tuned for more such features in SuccessFactors Employee Central Time Off.

Looking forward to your feedback.

 

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      9 Comments
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      Author's profile photo Swapnilkumar Lakade
      Swapnilkumar Lakade

      Thanks Priyanka, very helpful information.

      Author's profile photo Priyanka Agarwal
      Priyanka Agarwal
      Blog Post Author

      Thank you Swapnil.

      Author's profile photo Steffen Retz
      Steffen Retz

      Thanks Priyanka, do you know if it's possible to add contingent workers to the team absence calendar using these new features?

      Author's profile photo Priyanka Agarwal
      Priyanka Agarwal
      Blog Post Author

      Hi Steffen,

      No its not possible to view contingent workers in team absence calendar.

      Regards,

      Priyanka

      Author's profile photo Pou I Fong
      Pou I Fong

      Hello Priyanka,

       

      Do you know if it is possible to hide the entire "team absence" by permissions for ESS role?

       

      Thanks,

      Sarah

      Author's profile photo Priyanka Agarwal
      Priyanka Agarwal
      Blog Post Author

      Hi Pou I Fong ,

      Currently it is not possible to hide the team absence calendar. We are planning for a new permission for Team absence calendar in future with the new homepage.

      Meanwhile, you could try this hack using message keys:

      TIMEANDLABOR_ADMIN_LINK_SHOW_TEAM_ABSENCES=Show Team Absences
      TIMEANDLABOR_ESS_TEAM_ABSENCES_COUNT=
      Try setting these keys to Blank value.
      However, I would suggest to wait for the new permission.
      Kind Regards,
      Priyanka
      Author's profile photo VijeyAananth SR
      VijeyAananth SR

      Hi Priyanka,

      How to use these message keys ? Can you give a short brief.

      Thanks

      Author's profile photo Priyanka Agarwal
      Priyanka Agarwal
      Blog Post Author

      Hi VijeyAananth SR ,

      You do not need to use the message keys anymore. We have delivered a new permission with h2 2021 release. With this you should be able to hide the team absence calendar.

      If you'd like to hide the Show Team Absences button on the Time Off ESS UI for all employees, do the following:

      1. Uncheck the permission "Access Team Absence Calendar" under Admin Center ->Manage Permission Roles ->Time Management User Permissions for the employee role.

      2. Go to Time Management Configuration object under Manage Data and set the flag, Check the page permission in the team absence calendar to Yes. Make sure the flag is visible under Configure object definitions.

      You can check this documentation:

      https://help.sap.com/viewer/6619e553226244d89872529ae3f8df34/2111/en-US/57b706f9d0eb45f28513efe95bb100b1.html

      Kind Regards,

      Priyanka

      Author's profile photo VijeyAananth SR
      VijeyAananth SR

      Thanks Priyanka!!