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Table of Contents
Introduction
Working with data doesn’t have to be messy or risky. Indigo is flexible enough to let you manage what data you can access 🔑, what you can do with it 🛠️ and the way you see it 👀, thanks to permissions, user roles and and filters.
Whether you're cleaning up your view, applying platform-wide restrictions for sensitive information, or tailoring access by role, the right combination of tolls makes all the difference.
In this article, we’ll explore how these three elements work individually—and in harmony—to help you get the most out of your data environment 🚀.
Permission Sets
Permissions have the most significant impact on what you can see and do within a module. Key functions in Indigo, like modules and features, are linked to a specific permission, which determines if users can access that function and to what extent.
They're grouped in Permission Sets you can personalise as needed.
Permissions Sets are what you assign to users (along with Roles) to give them access to modules and features.
⚠️Important!
If the correct permissions aren't granted, a user might not be able to see a module displayed in the platform—regardless of the Role you got assigned.
Sometimes, you need a specific Role-Permission combo to unlock more access and do more within the system.
Example
Example
Imagine you need to provide access to the Skills & Training feature:
The FoundationTenant_HRMenu is essential for displaying the HR module, which is where the Skills & Training feature lives. You won’t be able to access that feature unless you can get into the module first.
HR_Skills, HR_Training, HR_Employee, HR_ESTSetup, HR_DM_AllEmployees are needed to give full access to the Skills & Training feature.
While the feature will show up in the HR module if you assign the above permissions— you'll get an error when trying to enter it, unless you also assign the the Payroll User role.
User Roles
User Roles are hybrid tools. Depending on the scenario, they can grant basic access to certain modules and features, which can then be refined or enhanced through permissions. Below is a brief description of the available Indigo Roles:
Administrator: Gives access to administration tools—if paired with proper permissions— and to the full list of employees.
HR Administration: Gives access to HR tools and to the full list of employees—if paired with proper permissions.
Payroll User - Gives access to the full list of employees, but doesn't give access to salaries and payroll, unless permissions are given.
Portal User - Gives access to the Employee Portal/Dashboard.
Roles are sometimes key 🔑 to accessing a specific feature (e.g. Skills & Training). Although, the Administrator, Payroll User and HR Administrator roles automatically give visibility over all employees, which isn't always ideal.
If you want to limit this view—maintaining the roles' benefits—Record Filters are your best friends 🤜🤛 to narrow that list down. Stick around—we’ll get into what they are shortly.
Filters
In Indigo, there are multiple ways to manage data visibility, and filters are one of the most commonly used resource for this purpose.
When choosing which type of filter to use consider your intent:
For data sensitivity, use Record Filters—they limit visibility across the whole platform based on your needs.
To temporarily hide details in the grids for a cleaner view—keeping the remaining data available if needed, use:
User filters— they apply a personalised saved set of filters without manually filtering each column every time.
System Filters— they narrow down data in the grids by specific default options (e.g. Active This Year).
Record Filters
Record Filters are company-based filters you can create, customise and assign to users to restrict their employees' view in all the Indigo modules and features.
You can create Record Filters by building both simple and complex expressions, which define the conditions the system has follow to display data for that specific user. Conditions are customisable according to your needs, by using a combination of fields and operators.
User Filters
User Filters are built using the same Record Filter's method: combining fields with relational operators and logical operators (for more complex expressions). Once saved, they can be used avoiding the hassle of repeatedly filtering columns on a daily basis for the same purpose.
Click on the Toggle Filter button in the grids toolbar, to activate the expression box. Now, just build your filter and have fun!
System Filters
System Filters are used to polish the grids view and adapt their content to specified criteria. They aren't universally available across all grids, and their available selections can change dynamically depending on the grid context.
For example, you can decide to select the Active This Year system filter in the Employees module grid. By doing so, terminated employees or employees who will start working for next year, won't be displayed anymore.
However, the Active This Year system filter isn't available in the Payrolls grid within the Payroll & Leave module.
Combining Methods
Below is a scenario you might find useful to better understand how to use the tools above together to tailor your access and visibility settings to your needs.
Filtering Scheduler View for Managers
Your Head Of Departments needs to filter their Scheduler view by Department or by any other filter.
To achieve this you have two options both Record Filters and proper Permissions have to be assigned to the corresponding Users.
Setup Record Filters for each Head Of Departments or Manager Users.
Select the company from the drop down in which you wish to filter the view.
Select all companies if you want this filter to apply to all of them.
The filter expression would be: Department IsAnyOf [...,...].
Enter your own values in the squared brackets, divided by a comma.
Assign the Scheduler Permission to the Users in Administration > Users.
Edit ✏️ the desired manager user.
Tick Scheduler in the third column at the bottom under User Permissions Sets and ✔️ save.
🗒️ Notes
If Record Filters are assigned as per the above, managers won't be able to see employees outside of the specified department, including themselves.
Hence, they won't be able to apply for others' leave nor their own.
This can be rectified by changing the formula in step 1 as follow:
Department IsAnyOf [...,...] or Code IsAnyOf [Z] (where 'Z' is their own employee code).
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