Team Access Rules

You can create a custom role with specified Team Access conditions that will automatically grant case access based on your company’s team hierarchy. 

For HRIS customers using custom roles, Owner admins or Custom Roles with ‘Settings and Configurational’ feature access can configure a custom role in which the Access Scope includes either of the following 'Team Access' conditions. 

Note: "subordinate" is determined using the ManagerID from your company's HRIS.

Option 1: ‘When subordinate is involved’ 

When this condition is applied, the admin will get automatic access to cases their subordinates are involved in. 

(ie the subordinate is tagged in a ‘person field’ on the case form such as: ‘claim raised by’ or ‘claim raised against’)  

• To apply this condition navigate to custom roles and add condition: Team Access rule ‘equal to’ when subordinate is involved

Condition 2: ‘When subordinate has access” 

When this condition is applied the admin should get automatic access to cases their subordinates have access to.  

• To apply this condition navigate to custom roles and add condition: Team Access rule ‘equal to’ when subordinate has access 

Important: 

If Access scope is defined as ‘When all conditions are true’, then all conditions must be true for the team access rule to apply.  

If Access Scope is defined as ‘When any condition is true,’ then the team access rule will apply regardless of other conditions. 

The Activity Log of the case will show when Admins are granted case access via Team Access rules. 

FAQ 

1. If the team access rule “When subordinate involved” is applied what happens if the employee is then removed from the case?  
   1. If the employee is later removed from the case the Manager will lose access. 

2. What happens if my HRIS sync is disabled? 
   1. Team Access rules will apply based on the last available synced data.

3. Do Team Access rules apply retroactively? 
   1. Yes if a custom role is updated to include a Team Access rule, Managers will get retroactive access to all cases that apply under the rule conditions. 
   2. Additionally, if the employee’s Manager is updated the new manager will get retroactive access to all cases that apply under the rule conditions. 

4. What if the subordinates Manager is changed? 
   1. The old Manager will lose access and the new Manager will gain access. 

5.  What if the custom role is updated to remove Team Access Conditions? 
   1. Managers will lose access to all cases they had previously when the team access rules were applied.

6. If the team access rule ‘Where subordinate has access,” is applied, what happens if the subordinate's AllVocies account is deactivated? 
   1. The Manager will keep access to all cases they were previously granted to via the team access rule. 

7. If the team access rule “Where subordinate has access” is applied and the subordinate loses access will the Manager also lose access. 
   1. Yes, if the Manager has access via the Team access rule and the subordinates access is removed the Manager will also lose access to the case. 

8. If the team access rule “Where subordinate has access’ is applied and the subordinate’s Manager change will the old Manager lose access? 
   1. Yes the old Manager will lose access and the subordinates new manager will gain access to all the cases via the rule.