Overview of Features to Protect Access to Sensitive HR Data

To restrict access to sensitive HR information to specified groups of users, add HR agents to the installed public groups.

• To organize and protect sensitive HR information, use the installed metadata, objects, and permissions included in the installation packages. Many of the objects and metadata are included in managed packages and can’t be modified or edited. These objects and metadata are intended to provide a pre-configured HR management process, but also to protect sensitive HR data from being exposed to unauthorized users.
• Also included in the install package are HR categories for ticket cases. The HR case types include General, Payroll, Benefits, Leave, Onboarding, and Employee Relations. Use the Employee Relations case type for sensitive HR cases, such as improper conduct reports or disciplinary actions.
• Share HR case information only with HR agents whose input is necessary to resolve or approve the case. For example, when an employee files an HR case, the employee’s manager doesn’t have access to the case information. However, where a manager’s approval is required and appropriate, the case can subsequently be made visible to the manager.
• When an HR case is created, the information is accessible only to the case owner, and the HR agent or HR group to which the ticket case is assigned. To protect sensitive data, make sure to advise employees to limit case access to HR queues and HR agents.
• To prevent access to sensitive HR information, don’t mirror your HR Service Center role hierarchy to your org chart. Role hierarchy works together with sharing settings to determine the levels of access users have to your Salesforce data. Hierarchical roles allow employees to access data of all users directly below them in the hierarchy. To help provide a secure HR solution, the HR Service Center package includes pre-set roles that are separated from the traditional role hierarchy structure.
• Set the Organization-Wide Defaults (OWD) for the Case object to private. Salesforce strongly recommends keeping the OWD set to private.
• The system admin is responsible for the security of the system and has access to all data and private information. Make sure your existing security policies and incident handling are handled by trusted individuals.