The HR access menu entry groups the HR screens that work on a whole population rather than on one person’s file: finding the documents of every employee you manage, sending the same document for signature to an entire group, and entering the same absence for many employees at once. This article introduces these three screens, the permissions that open them and what each profile sees. It is intended for HR teams, payroll managers, auditors and the administrators who configure roles.
Before you start #
- HR access is not a module to install: it is a group of screens. Its Documents and Bulk signatures sub-entries belong to the Documents module; Collective entry belongs to the Absence management module. The entry appears as soon as either module is installed and open to you.
- Each sub-entry has its own permission in the role matrix (see below). Without any of these permissions, the HR access entry does not appear in your menu at all.
- Scope: these screens never give you more employees than your roles already do. They work on the target population of each of your roles, as configured in Settings. See Defining a role’s target population.
The three screens #
Hover over HR access in the left-hand menu: a panel lists the sub-entries you are entitled to, and only those. Click the one you want to open.
- Documents opens the All documents screen: the list of documents of everyone in your population, with search, filters and download. It is read-only. See Finding the documents of your whole population.
- Bulk signatures opens Signature campaigns: the same document (amendment, certificate, charter, regulation) sent for signature to a whole group in a single operation. See Launching a signature campaign and Tracking a signature campaign.
- Collective entry opens Collective absence entry: the same absence, created already approved, for a whole population. See Entering an absence for a whole population.
The permissions that open each screen #
Permissions are set in the role matrix (see Setting permissions in the matrix). These are the ones HR access uses, with their label in the matrix and the level required.
Documents #
- View the documents of my whole population (“All documents” view), Access level: opens the screen.
- Search / filter documents, Access level: shows both search fields (by name and in content).
- Categories — View, Access level: shows the category filter.
- Download a document, Access level: shows the open button on each row.
- Download the whole “All documents” selection as a ZIP, Access level, in addition to the previous permission: shows the Download as ZIP button.
Bulk signatures #
- Signature campaigns — send a document for signature to a whole population: at Access level, you see the list and tracking page of your campaigns; at Execute level, you can create campaigns and add new employees to a campaign already sent; at Admin level, you see every campaign in the workspace, not just your own.
- The finer settings reuse the permissions of one-by-one sending, at Execute level: Signature — Select signatories (other signers and people notified), Signature — Configure (deadline/order/reminders) (whether the signing order is imposed), Signature — Change request language, Signature — Follow-up / relaunch and Signature — Cancel request (bulk actions on the tracking page).
Collective entry #
- Approve an absence directly (bypass approval), Execute level: opens the menu entry.
- Create an absence request, Execute level: also needed to use the screen. Absences are created already approved, so both permissions are required.
What each profile sees #
With the roles supplied by Illizeo (you can change them):
- Administrator: all three screens, with every action, and every signature campaign in the workspace.
- HR Manager: all three screens. They can download as ZIP, create campaigns and see those they created or must approve, and enter collective absences.
- Payroll Manager and Auditor: Documents only, read-only, without the ZIP download.
- Manager, All employees and other roles: no HR access entry. A manager still reaches their team’s files from each person’s profile.
One exception: the person designated to approve a signature campaign can open it from their notification, even without any campaign permission, to approve or decline it.
Good to know #
- HR access has nothing to do with the HR requests module (the desk where employees submit requests to the HR team). For that module, see HR requests: overview and life of a request.
- Actions that change a person’s file (uploading, renaming, deleting a document) are not available from All documents: they stay in the person’s own file, where its own safeguards apply.
- A signature campaign or a collective entry bypasses no rule: each targeted employee goes through the same checks as if they were handled alone.
Frequently asked questions #
I cannot see the HR access entry. Why? #
None of your roles carries one of the three permissions that open it, or neither the Documents module nor the Absence management module is open to you. Ask your administrator to check the role matrix.
I can see HR access but not Collective entry. Is that normal? #
Yes, if your role does not have Approve an absence directly (bypass approval) at Execute level. Each sub-entry only appears with its own permission.
Does a payroll manager see the documents of the whole company? #
No. They see the documents of the people in their role’s target population, category by category, exactly as if they opened their files one by one.
