How to best use the Employee Reference field type

How to best use the Employee Reference field type 

Employee Fields are where all fields are managed. One of the Employee field types is the Employee reference. To learn more, see Set up Employee fields. 

How the Employee reference field type creates relationships 

Once an Employee reference field has been created, it’s considered a new role. Initially, it can be used as a criteria to help assign tasks, set up approvers’ flows, or create permissions roles. 

Note:  While this new role is not automatically a permissions role, it can become one. 

The field will display a list of all active employees from which you can select. These criteria represent the relationship between an employee’s profile and other employees, e.g., Mentor, Buddy, HR approver, Payroll persona, IT persona, and so on. Use the role in task lists, flows, eSign and across other across the platform in general. 

How to create an Employee Reference field type

  1. From the left menu, select Settings > Employee Fields 
  2. Click the Employee Field category where you would like to place the field, e.g., Basic info. 
  3. Click + New field or + New Table 
  4. From the Add new field popup, and from the Type dropdown, select Employee reference.


How to enter the Employee Reference field type from the Employee profile


  1. In the Employee profile, take note of the Employee reference field, e,g., HRBP. 
  2. From the dropdown list, select the employee you wish to fulfill this HRBP role. 
  3. Click Add

Now, you have assigned an HRBP role to a specific employee. 

New Hire flow and Onboarding process


For each new employee, the new Employee reference field types can be updated when setting up New Hire flow, by a manager at a later time, or directly from the Empoyee profile. Once the field is in the New Hire flow, tasks can be assigned when setting up an Employee Onboarding flow. To learn more about task lists, see Set up a task list

Permission role groups for specific roles

Build a separate permission group for specific actions. 


If you have an Employee reference field to store each employee’s payroll administrator, you can use “Payroll Administrator” as a role.

To set it up, you need to have the permissions group members Is assigned as the Employee reference. 


Permission group members should have permissions only to the employee profiles they are assigned to, i.e., the Applies to should be the Employee reference field as Is a viewer


To learn more about permissions, see Create a custom permission group.