HR profile and HR case security

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read
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    Summary of HR Profile and HR Case Security

    HR profile information is sensitive and is only accessible to authorized HR personnel. System Administrators have limited visibility to certain HR data, and specific roles are required for viewing HR cases and tasks.

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    Key Features

    • Restricted Access: HR profile details are confidential and can only be seen by users with specific roles like snhrcore.profilereader or snhrcore.secureinforeader.
    • HR Case Visibility: Authorized personnel with roles such as snhrcore.casereader can view attachments and notes related to HR cases, while comments remain hidden from System Administrators.
    • System Administrator Limitations: They can see HR profiles' basic information but cannot create or fully access HR profiles.
    • Impersonation Control: The system allows the prevention of HR information access via user impersonation, ensuring that ACLs check if a user is impersonating another when accessing HR data.
    • COE Security Policies: Configurable security policies restrict access to various Centers of Excellence (COEs) using ServiceNow ACLs.

    Key Outcomes

    By implementing these security measures, organizations ensure the confidentiality of HR data, allowing only authorized personnel to access sensitive information. This enhances data protection and compliance while providing HR administrators the necessary tools to manage HR cases effectively without compromising privacy.

    Because HR profile information is sensitive and confidential, the System Administrator [admin] cannot view it. The same is true for some of the information in HR cases and HR tasks.

    Note:
    The preceding statement applies only when you complete the steps in Remove HR Administrator role from IT System Administrator.

    HR profile information is confidential and viewed only by authorized HR personnel who are assigned a role that includes sn_hr_core.profile_reader or sn_hr_core.profile_writer, such as sn_hr_core.secure_info_reader.

    For HR cases and HR tasks, only authorized HR personnel are allowed to view attachments, work notes and comments, description, calendar, and payload (configurable). Authorized HR personnel are assigned a role with sn_hr_core.case_reader and sn_hr_core.case_writer, such as sn_hr_core.secure_info_reader.

    HR administrators [sn_hr_core.admin] will be able to perform all tasks and view all data.

    HR profile information that system administrators can access

    System Administrators cannot create an HR profile. They can see the list of HR profiles and open HR profile records, but only have access to the following information.
    • The HR profile number and prefix of an employee.
    • Employment information that is synchronized with the user record [sys_user]. This information includes name, employee number, department, manager, and location.
    • Work contact information, such as work email address and work phone number. Personal information is hidden.
    • Information that appears in the following related lists.
      • Employment Information
      • Contact Information
      • Beneficiaries
      • Who is Covered
      • Emergency Contacts
      • Direct Reports
      • Colleagues
      • Cases

    HR case and task information accessible by HR Administrators

    HR Administrators can view the employee user information, such as location and department, and the short description. Activities, such as state changes, are displayed in the activity stream, but comments and work notes are hidden. System Administrators cannot view this information.

    When the HR Administrator opens an HR case or HR task, a message describes the information that is not displayed.

    An HR case can be created from an HR profile. Click Create New Case under Related Links and Case Creation appears.

    Impersonating a user

    You can prevent a user from accessing HR information by impersonating a user that has HR access by using the If true, ACLs check if the user is being impersonated. property.
    • Navigate to HR Administration > Properties.
    • Scroll to If true, ACLs check if the user is being impersonated.
    • Check Yes (true) to enable ACLs to check when a user is impersonating another user and prevent the user from viewing HR information.

      COE security policies are a way to easily restrict access to different COEs via configuration. The underlying COE security policy implementations are ServiceNow ACLs.

    • Even if the logged in user has HR access and impersonates another HR user with the same access, HR information is not visible.
      Note:
      This property was introduced for the HR Service Delivery scoped application and not applicable to the HR Services Delivery Non-scoped application.

    See Add field security in HR.

    See Restricted caller access for HR.

    See Manage HR roles.