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Assigning a role and data access to every new person by hand is slow, and easy to get wrong on a large import. Auto-Assignment lets you set up rules once so that everyone gets the right role and permissions automatically — whether they were added manually, via CSV or through an HCM sync. Open Account settings ↗ · Opens the webapp — please log in first · Admins only You will find it under Account settings → Auto-Assignment.

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How the rules work

A rule set is a list of rules, checked from top to bottom. The first rule a person matches decides their role and their permission scope; no later rule can override it. Everyone who matches no rule falls to the Fallback rule at the bottom, which always applies and needs no conditions. Each rule is made of conditions that must all apply. A condition looks at an attribute — for example job title, department or job level — or at whether the person has direct reports in your org chart. You give the rule a role (Report viewer, Analyst or Manager) and a permission scope, and that is what a matching person receives.

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Your admins are never touched

This is the part customers ask about most, so it is worth stating plainly: Admins are exempt from the rules — their role and their data access stay unchanged.
  • You do not need a helper attribute such as “is admin”. The protection is built in and applies automatically to anyone who is an Admin at the moment the rules run.
  • A rule can never hand out the Admin role. Admin stays a deliberate choice you make by hand in a person’s profile.
  • Because of this, a rule like “has direct reports → Analyst” will not downgrade your existing admins. They are skipped before any rule is checked.

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If you remove someone’s admin role

Admin status is read fresh every time the rules run, not stored as a snapshot. So if you take the Admin role away from someone by hand, they are no longer exempt: from that point on the rules apply to them like anyone else.

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Draft, preview and publishing

Nothing changes while you are editing. Rules start out as a draft. Nothing changes until you publish them. When you are ready, click Review & publish. The preview checks every person against your rules and shows, before anything happens:
  • Who changes — how many people get a different role or data access.
  • People losing access — who ends up with a smaller role or narrower data access than before.
  • People receiving an email — anyone without an account who becomes Manager, Analyst or Report viewer gets an account and an email asking them to set a password. People who already have an account get none.
  • Admins with no change — a count confirming your admins are left as they are, with the note “Rules never change the role of an admin.”
Only when you click Publish and apply do the rules take effect.
Emails that have gone out cannot be recalled. Use the preview to check who would receive one before you publish.

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When roles are re-checked

Once published, the rules stay in force. They are checked again after every change to a person and after every CSV or HCM import, so a new hire or a changed job title lands in the right role without anyone doing it by hand.

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What Auto-Assignment does not touch

Surveys and survey properties are not part of Auto-Assignment. Any survey or survey-property permissions you granted directly stay exactly as they are. For what each role can see and do, see Rights & roles.