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Employee contact data is not auto-created in Workbench from your financial systems, giving you control over the data input into Workbench, and then synced across to upvise. It is recommended that you consider the data you want to store in upvise and make available to your different users. Some examples of data that you may consider reviewing are:

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Contacts > Options > User Rights

  1. Data Shared by All Users

    1. When Data Shared by All Users is checked, all Contacts and Companies are accessible by all users, even Standard Users, who can otherwise only access the data they own.

    2. Disable this to prevent “Standard Users” from accessing contact & company data

  2. Standard Users can see other user's location

    1. Disable this to prevent Standard users from seeing other users location

Manage Users > Application Rights

Although “Data Shared by all users” will hide the contact module "Data Shared by All Users" limits data access for standard users if owners are assigned, you can in addition to this, remove the contact app from specified users. This may be used for Manager standard user permissions will apply when this option is deselected.

If you need contacts available in forms, the best approach is to hide the Contacts app for specific users through the users' application rights. This method is useful for Manager-type users where the above setting above does not apply. You can also use forms to ringfence data to role based users.

Other applications can also be hidden in using this menu.

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My Account> Roles

  1. Review each role in your database to ensure that the role includes only the form people should have access to

    1. Apply the role to individual users as required

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title1. What if I have sensitive data stored already in the workbench People record?

Employee contact data is not auto-generated in Workbench from your financial systems, giving you the ability to control what data is entered when you create each employee.

If you have recorded information on the person in workbench, and you no longer want that in upvise you should follow the below steps.

  1. edit the user in workbench

  2. Review data & remove contact data

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  1. Save user

  2. Navigate to Upvise integration and click “Export/Import” to trigger a sync.

The contact data you deleted will be removed from upvise on the contact.

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title2. How do I capture Employee Contact information in Upvise so it's only availble to HR (or authorised people)?

In Upvise, you can use a form template to capture employee-related information and you can use roles to restrict the visibility of this to specified users. 

Examples of Contact forms may include:

​a) Employee Emergency Contact Information

b) Employee Onboarding Form 

c) Training Records

d) Assigned assets (e.g. boots, laptops etc)

Forms can be made easily accessible from the contact record by using Buttons.

Form data related to that employee is available on the contact record, see the example:

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To enable users to access the form, you should use roles. Read more about Users and Roles

See the example role configuration:

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Apply the role to the users who should have that particular level of access:

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