Permission groups in bob give you control over what information and functionalities each person in your organization has access to. This is extremely useful for cases where you have different users with different needs in terms of permissions. We created a set of default permission groups to get you started, but you may add as many as you’d like.

Customizing permission groups is extremely useful for many cases, such as:

  • A new joiner to the London finance team will automatically join as a site-specific finance team employee for your London office, only giving them access to the relevant information and actions for that role/group
  • An IT employee will be removed from the IT staff group if they left the company
  • A Customer Experience employee will also be included in the managers group once they’ve been promoted and gain access to the reports area

Save time updating participants by automating your permission groups using the condition-based participant selector and assure everyone has the correct permissions. See the history of all changes made to each permission group using the audit log.

How to create a new permission group

You can create a group by duplicating an existing custom permission group or starting a new one from scratch.

Note: You cannot duplicate or delete the default permission groups in bob, but you may edit them.

Step 1: Create a group

  1. Go to Settings in the main menu
  2. Click Roles & Permissions
  3. If you’d like to duplicate an existing custom permission group, hover over the group that you’d like to copy and click on the three dot menu followed by Duplicate at the top right
  4. If you’d like to start a group from scratch, click Add another group
  5. Enter a name into the Name permission group field. Tip: use consistent naming across groups to make finding them easy (e.g. HR Admin - London, HR Admin - New York, etc.)
  6. Click the Select button
  7. Choose the permission group’s members using one or both methods: a. Create a set of conditions:
    i. To add a new condition, click + Add condition and select the desired values in each of the dropdowns from left to right
    ii. Repeat to add more conditions
    Note: All conditions must be met for a person to be included in the permission group
    iii. Click Apply
    b. Select specific employees
    i. Click on the Specific employees dropdown
    ii. Scroll or search for the employee(s) that you’d like to select and click to add
    iii. Click Apply
  8. Once you’ve finished selecting all of your group members, click Apply to save and close the window

Note: An employee can be a member of multiple groups at any given time and gain rights from a combination of them.

Tip: Use conditions to automate group membership, e.g. by creating a “Site equals London” condition, all current and new joiners to the London site will automatically be added to the group.

Step 2: Set permissions

Your newly created permission group will have all of the permissions switched off by default so that you can safely choose what permissions to include.

Permissions are split into two categories:

  • Other employees: related to employee info across bob’s features
  • Company: related to configurations and work areas at the company level

Within the categories are different sections related to the different parts in bob (i.e. Docs, Goals, etc.), and in each section there are three possible permission levels: no access, viewing and editing, or taking actions (e.g. creating a Review cycle).

To set the permissions for the group:

  1. In each of the two categories (Other employees and Company), go through each product area on the left hand side, and click to switch between enabled ✔ or disabled ❌ for each of the viewing and actions described.

2. Set who the group members have the selected permissions over in the Applies To section. You can choose between three options:

a. All employees: this list automatically includes all of the employees who are listed as employed in bob

b. Select by condition: by clicking Edit you can create a highly targeted list using as many conditions as you like

i. To add a new condition, click + Add condition and select the desired values in each of the dropdowns from left to right

ii. Repeat to add more conditions

iii. Click Apply

Note: All conditions must be met for a person to be included in the permission group

c. Select by name: by clicking Select you can search and select specific employees by name

i. Scroll or search for the employee(s) that you’d like to select and click to add

ii. Click Select

3. Click Apply

4. Click Save Changes. A summary of the new permission group’s settings will appear for your review

5. Click Apply. You now have your permissions group!

Note: You can use conditions like "same as viewer" and "is viewer" to form groups based on the group members.

For example, if the group members are from London, selecting “site” as “same as viewer" will allow each of the group members to view employees only from their London site. Similarly, if the group members are HRBPs, selecting "Job title” as “is viewer" will allow each of the HRBPs to access the employees that each of the group members is their HRBP.

Editing permission groups

To make any changes to your permission group settings including group members, permissions, and who the settings apply to follow these steps:

Edit group members

  1. Go to Settings in the main menu
  2. Click Roles & Permissions and click Manage Group for the group that you’d like to edit
  3. Click + Edit button to open the group members selector under Section 2
  4. To delete a condition: hover over it and click the trash icon that appears to the right of the condition
  5. To remove a specific person: click on the Specific employees dropdown and deselect whoever you wish and click Apply
  6. Click Apply once you’ve completed all of your edits
  7. Click Save Changes. A summary of the new permission group’s settings will appear for your review
  8. Click Apply

To adjust the permissions included in this group, continue to the next set of instructions.

Edit Permissions

  1. Go to the Manage Permissions section
  2. Locate the the permission(s) you would like to update by navigating using the categories on the left hand bar and the Other employees and Company tabs above
  3. Click on on each permission you’d like to change to enable ✔ or disable ❌
  4. To edit who the group members will have the selected permissions over, go to the Applies To section at the bottom of the page. You can make the following changes:
    a. To switch to applying to All employees, press the option button to its left
    b. To switch to basing on conditions, press the option button to the left of Select by condition
    i. Click Select
    ii. To add a new condition, click + Add condition and select the desired values in each of the dropdowns from left to right
    iii. Repeat and add as many conditions as you’d like
    iv. Click Apply once you’re done
    c. To add, remove, or edit existing conditions in the Select by condition option click + Edit
    i. To add a new condition, click + Add condition and select the desired values in each of the dropdowns from left to right. Repeat as many times as you’d like
    ii. To edit, click on the relevant dropdown and select the desired value
    iii. To delete a condition, hover over it and click the trash icon that appears to the right of the condition
    iv. Click Apply once you’re done
    d. To switch to applying to specific employees, press the option button to the left of Select by name
    i. Click Select
    ii. Scroll or search to locate people and click on the box to their left to selec
    iii. Repeat as needed
    iv. Click the Select button
    e. To edit the people list in the Select by name option, click Edit
    i. Scroll or search to locate people and click on the box to their left to select or deselect
    ii. Repeat as needed
    iii. Click the Select button
  5. Click Save Changes. A summary of the new permission group’s settings will appear for your review
  6. Click Apply

Delete a permission group

  1. Go to Settings in the main menu
  2. Click Roles & Permissions and hover over on the group that you’d like to delete
  3. Click on the three dots menu at the top right
  4. Press Delete
  5. Press Confirm

You can duplicate or delete an existing custom group right from the Roles & Permissions screen by hovering over the group and clicking the three dots menu at the top right.

Reviewing permission group changes with the audit log

To see what changes have been made, you can view an audit of all the permission settings over time.

Every permission group contains three elements that can be tracked: the group members, the members’ permissions across bob’s features, and for which employees the group members can apply those permissions.

To view the audit log of the current permission group:

  1. Go to Settings in the main menu
  2. Click Roles & Permissions and click on the group that you’d like to review
  3. Scroll down to the bottom of the permission group page and click View audit
  4. Select the type of information that you’d like to review based on the different group configurations:
    a. Group Members: who belongs to the group
    b. Permissions: the different permissions granted or removed to the permissions group and its members
    c. Applies To: the employees whose data and/or settings can access
  5. Use the different filters to get more precise results

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