Permissions Automation

organization admins can now map {{hiring team}} roles to access roles as such, when a user is assigned an hiring team role for a job, their permissions will automatically be updated so they have an appropriate access role the job access role will then be unassigned automatically if the user is removed from the hiring team you can also automatically upgrade and downgrade global access roles for users when they no longer have any job access roles on active jobs permissions automation can be configured on all plans foundations legacy plus plus enterprise ✅ ✅ ✅ ✅ overview setup to configure your permissions automation, navigate to admin > organization setup > https //app ashbyhq com/admin/permissions/permissions automation click configure , this will open up the configure automation permissions wizard the first step is enabling the option to automatically assign access roles to users based on the roles they are assigned within the job’s hiring team enable automatically assign job access roles once this is enabled, you will be able to use the select a security role dropdown beside each hiring team role to determine the access role each role should be automatically assigned so, for example, if you set the hiring manager hiring team role to have admin access, then when a user is assigned the hiring manager role on a job’s hiring team, they will automatically be granted elevated access admin access to the job for more on the permissions the default job access roles grant, check out the https //app ashbyhq com/admin/permissions/access roles in your ashby account you do not need to assign access roles to all hiring team roles leave the dropdown menu as select a security role beside any hiring team roles that shouldn’t automatically assign an access role handling conflicts the next step in the wizard is setting up how conflicts will be handled conflicts arise when a user has already been given an access role via the team or location if a job level access role has been provided already, this will not be overridden set a hierarchy here by dragging the access roles into order, the top access role taking top priority so if a user here was given admin private access by a team level role but the automation gives them admin access, if admin access is higher up on the priority list, then this will override the team wide permissions for this specific job if admin was lower on the list, then the auto assignment would be skipped when they’re added to the hiring team in the pictured case, if a user was assigned admin access by the automation but already had admin private access to the job through a team or location access role, they would retain admin private access in the pictured case, if a user was assigned admin access by the automation but already had admin private access to the job through a team or location access role, they would retain admin private access global role automation in this step, you can enable the option to automatically adjust a user’s global access role so, if they’re a limited access user and are added to the hiring team for a job, they are automatically upgraded to have elevated access, along with the job access role assigned to their hiring team role this will also downgrade elevated access users to limited access if they no longer have an access role on any draft or open jobs check the automatically adjust user roles checkbox to enable this option, or leave it unchecked if you’d prefer to adjust global access roles manually review and backfill here you can opt to backfill access roles for users who are on the hiring teams for open and draft jobs by checking the apply updates to existing jobs and employees checkbox if you do opt to apply the updates to existing jobs and employees, the number of impacted jobs will be listed in a warning message to continue, click save & apply , or save if you choose to apply any changes to existing user permissions manually amending or disabling permissions automation once you’ve set up your initial configuration, the automation details, including the assignments and role conflict configuration can be viewed on the permissions automation page click configure again to make any adjustments or disable any automations enabling and disabling automatic upgrading and downgrading for specific users you can control the users who get their permissions automatically upgraded and downgraded from within their profile navigate to admin > organization setup > employees, then click on a user profile and head to the permissions tab from here, use the allow automatic upgrading and downgrading yes/no option to determine if the automatically adjust user roles automation should apply to them faq are permissions automation settings applied to confidential jobs? yes if you have automation for permissions in place and add users as hiring team members to a confidential job, those users will be granted the appropriate access role determined by your automation setup