Managing Employee Filters


This article explains how you can use Employee filters to define a special selection of employees whose data is to be granted access when configuring access rights. If you are subscribed to the Professional or Enterprise Plan, you can also configure access to reminders.

To configure employee roles, go to Settings > Employee roles. Here you can, for each role, define the access rights for the different areas within Personio and select the reminder settings and viewing rights for the Company (Absence) Calendar. In addition to the existing access levels OwnMy Reports and All, you can use the Custom option to set up individual employee filters. This will allow you to determine exactly which employee role will be granted access rights, calendar access or receive reminders.


Employee Filter Properties

Attribute Equals / Does Not Equal

When adding an employee filter, you can use attributes to define a specific group of employees. First, select an attribute that you would like to filter by. Then decide which specific attribute value the filter should search for, and determine whether employees meeting that value shall be included in the filter (equals) or excluded (does not equal).




Department equals Marketing -- This filter captures only those employees for whom the value Marketing is stored in the attribute Department. You can use this filter, for example, to grant a role access to the public employee profiles of only a particular department.

Position does not equal CEO -- This filter includes all employees for whom the value in the attribute Position is not CEO. Use this filter, for example, to grant a role access to the public profiles of all employees, but not to that of the CEO.

Please note that for Reminders, a differentiation between Equals and Does not equal cannot be made. The attribute here is always Equals.

It is possible to define multiple filter criteria to specify your employee selection as precisely as possible. These will always be linked by an AND, which means that the filter will only capture employees who fulfill all of the chosen criteria.

It is not possible to define multiple Equals filters for the same attribute in one employee filter.

For example, if in one employee filter, two criteria Department equals Marketing and Department equals Sales were defined, Personio would search for employees who are in both of these departments at the same time.



For attributes created in the List of options attribute type, it is also possible to select the value Own. The employee filter doesn't correspond to a fixed value, but varies depending on the employee: Each employee to whom the filter is assigned through an employee role is granted access to all other employees who have the same attribute value.


Department equals Own -- Assume that this filter has been assigned to a role that comprises two employees. Employee A is in the Sales department, and employee B in Customer Success. Through the filter, employee A will have access to all employees in the Sales department, and employee B to all in the Customer Success department.




Defining Employee Filters When Setting Access Rights

To create employee filters for access rights, go to Settings > Employee roles > Access rights. Now click on Custom, then on Add Filter, to set up a specific selection for an area of access.




Defining Employee Filters for Calendars

Use an employee filter to specify exactly which data in the Company (Absence) Calendar a particular employee role should be able to view. Go to Settings > Employee roles > Calendars and select the calendar for which you would like to define special viewing rights. To create an employee filter here, select Other. To now define a filter, click on Edit custom rules and then on Add filter.



Defining Employee Filters for Reminders 



To create employee filters for reminders, go to Settings > Employee roles > Reminders > Add reminder. In the third line, select Custom, and then click on Add filter.


For further information on employee roles and access rights, please click here.




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