Roles

When I create a custom role, I could see there is a "Clone role" option.What is the purpose of clone role?

Clone role lets you create a role that is similar to that of an existing role. This means that the same set of permissions or access will be applicable to the cloned role as well.

How do I clone a Team Member role?

To clone a Team member role:

  • Click Add New Role
  • Enter the Role name

  • Under Clone Role drop-down, select Team Member and click Save

How do I configure permissions for a role that I have added?

To configure permissions:

  • Under Setup (gear icon) >User Access Control > Roles, you will see all the roles
  • Go to the role for which you need to configure permissions and click 'Configure Permissions'
  • Select the form for which you would like to set permissions
  • Go to the View/Edit/Add/Delete section based on the type of permission you would like to give

  • Select the type of data (No data/My data/Subordinates' data/Subordinates' data + My data/All Data) for which you would like to set permissions

Note: To set Add or Edit permissions for a record, you should have first configured View permissions for the same. Also, if you would like to give Edit/Add permission for subordinates' data + My data, you cannot do it unless you have given View permission for Subordinates' data + My data. In other words, permissions to view records should be set before setting permissions to edit or add the same record. 

How many administrators could I have in my Zoho People account?

This entirely depends on the plan that you have chosen. Click here for more details on plans and pricing.

Data Permissions

How can I prevent employees from logging attendance outside the office premises?

Under Allowed IPs, you can add IP restrictions. Zoho People supports IP restrictions to be done for Attendance, Files, and Time Tracker.

  • From Home, go to Setup   (gear icon)> User Access Control > Allowed IPs > Add IP Restriction
  • Enter the IP range under From and To

  • Under Module, select Attendance
  • Under Applicable for select users based on roles, departments, designations, locations,users
  • Click Save

Your employees will not be able to access the system beyond this range.

When Configuring IP restrictions, we always recommend using Static IP Addresses as the Dynamic IP Address gets refreshed in every 72 hours. Hence please check with your ISP to get a Static Public IP address to implement the same in Zoho People. Please do let us know at support@zohopeople.com for any further assistance.

How can I set permissions for managers to view and edit sub-ordinates' data but not their own data?

  • From Home, go to  Setup (gear icon) >User Access Control > Permissions
  • Under Form permissions, select the Form for which you need to set the permissions
  • Go to the Role for which (Manager, in this case) you need to set permissions and click on the View section
  • Select subordinates' data

  • Click on the Edit icon and select Subordinates' data

I would like to prevent a particular employee from accessing some functions in Zoho People. Is this possible?

Permissions are configured for roles in your organization. You will be able to configure permission to access specific functions to a particular role and not to a particular user.

  • Under Global Permissions, select the role for which permission has to be set

  • Select the functions for which permission needs to be set

The users under that role will be able to access only the select functions now.

Form Permissions

I want my employees to just view the records of a form created by Administrators. How should I set the permission for the same?

  • From Home, go to Setup (gear icon) >User Access Control > Permissions > Form Permissions
  • Select the Form in the drop-down
  • Go to the role for which you need to set permissions and click on the View Section

Data can be classified into the types listed below:

           No data

           My Data

           Subordinates' Data

           Subordinates' Data + My data

          All Data

  • Choose the type of data (out of the options listed)for which you would like to give view access

How can I prevent employees from deleting records of a form?

  • From Home, go to Setup >User Access Control > Permissions

  • Under Form permissions, select the Form for which you need to set the permissions
  • Choose the intended role and click on the Delete section

  • Select if you would like to give view access for No data or My Data or Subordinates' data or Subordinates plus my data or All data

Is it possible to control an employee from viewing or editing any field in a form?

  • Under UserAccess Control >Form permissions, select the Form for which you need to set the permissions
  • Go to the Role for which you need to set permissions and click Field permissions

All the Fields of the form will be displayed.

  • Check the Fields for which you need to assign permission

  • Select View permission and set whether the permission should be for No data or My Data or Subordinates' data or Subordinates plus my data or All data

How do I set permissions for a specific field for multiple roles?

In some forms, there are fields which need permission to be given for more than one role. It is possible to configure permissions for this. Follow the steps given below.

  • From Setup (gear icon) > Forms and Tabs > Forms

  • Go to the Form which has the field for which you want to set permissions

  • Hover your mouse over the field and click the Permissions icon
  • Select View or Edit depending on what type of permission you would like to give for the roles required from the list
  • Select the type of data for which you would like to give permission

For eg. If you would like to give permission for Manager and Project Lead role to View their own data plus their subordinates' data pertaining to that particular field, then select subordinates' data + My data icon under roles, Manager and Project Lead.

To configure any other permissions (Add/delete/Import/Export) click Form permissions,and enable it in the Form Permissions page. Here also, you need to choose the type of data (My data/No Data/All data/Subordinates' data/Subordinates' data + My data) for which you would like to give access.

What is the purpose of "Action Permission"?

Action permission lets you configure permission to Import details to a form and Export details from a form. By defining this permission, you can reduce the time consumed to manually enter data in a form or to copy data from a form.

How do I set permissions for a set of fields?

  • From Setup (gear icon) > User Access Control > Permissions > Field Permissions

  • Check the desired fields and click 'Set Permission'

Note: Selection can be done in the same section or across sections too.

  • Click on the type of permission (View/Edit) and the type of data (No data/My data/Subordinates' data/Subordinates' data + My data/All data) and click Done

How can I assign admin permissions for a specific module for a user?

  • From Setup (gear icon) > User Access Control > Permissions > Admin Operations
  • Click the Add user icon and add the user who needs to be given admin access

  • Select the module for which the access needs to be given
  • Select the type of access (for settings or data) that needs to be given

I want to give access to handle only data in a particular module when I give admin access to a user. Is this possible?

Once you have added the user who needs to be given access to a particular module, go to the 'Data' section of the desired module and check it. The user will now have admin access only to data and not to the settings section.

I would like to set view and edit permissions for a particular module or forms to an employee other than the administrators. Is this possible?

Under Admin Operations, you can Add a user and set administrator permissions for that user for the modules that you need.