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Dynamics HR - Private attachments or ability to create attachment folders that employees don't have access to

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Posted on by Henry G Smith

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Hi everyone,

In the self service portal of dynamics HR employees have access to uploading attachments or file to their personnel profile. see below:

This is all well and good, because we want employees in our business to have access to this so they can upload things like vaccine passports etc. However, HR also wants to be able to attach things like complaints in the same area in that employees personnel file - but, we would of course not want an employee to have access/see to a complaint made about them in the attachments area (for example, sexual assault complaint)

Is there a way to create folder or security access where employee can still have access to their attachments but cannot see formal complaints or private confidential information about them in the attachments section?

I was looking into the compliance section of dynamics Hr but that has to do more with injury and illness.

Regards,

Henry

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Henry G Smith 281 on at

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RE: Dynamics HR - Private attachments or ability to create attachment folders that employees don't have access to

I Just figured out that I can gain access to this via the document management parameters and turning off the use active document tables.

However, when I create an attachment. The file is attaching to the wrong company identification? 'DAT' - and not my company id......do you know how I would go about changing this?
Henry G Smith 281 on at

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RE: Dynamics HR - Private attachments or ability to create attachment folders that employees don't have access to

Hi Konica,

Thank you for your reply. This makes sense! However for some reason when I go into someone's personnel file and to attachments I can't seem to add a new document? Even though I have full administration rights.....do you know what security role or privilege I would have to enable?

Regards,

HS
Henry G Smith 281 on at

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RE: Dynamics HR - Private attachments or ability to create attachment folders that employees don't have access to

Hi Ben,

Thank you for this. It's good to know where I can add compliance and it doesn't just relate to injury or illness!

Cheers,

HS
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Konica 15 on at

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RE: Dynamics HR - Private attachments or ability to create attachment folders that employees don't have access to

Hello,

I think you're looking for a restriction that hides or makes some specific set of employee documents unavailable for the employee while accessing attachments from ESS.
Below is the trick-

When a HR personnel adds a document to employee record via Personnel mgmt workspace, by clicking on the paper clip on top right, as highlighted below-

A new form opens up from where an attachment can be added. On this form it's important to choose Internal on the Restriction field, to restrict employee to view the file.

Please note that I have added two files to the employee record, one listed as Internal and the other as External.

With Restrict functionality, I can make only one doc available for the worker via ESS page

On drilling down, an employees sees the details of the attachment, as shown below-

I hope this helps! Good luck.
samwillm 142 on at

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RE: Dynamics HR - Private attachments or ability to create attachment folders that employees don't have access to

Dynamics 365 Human Resources , try to reach us and get any help of D365.
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bmitchell 75 on at

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RE: Dynamics HR - Private attachments or ability to create attachment folders that employees don't have access to

You can still open cases on an employee that is not injury or illness related. However, I also noticed the link to "Cases" no longer shows under the compliance section. If you go to the employee record in personnel management and go to compliance you can open a new case for them. Then you can add attachments to the case. I would test to ensure that the employee does not have access to the case info once you have created it.