How Can Managers View Terminated Employees in Reports and Why Are They Not Visible by Default?
When employees are terminated in Access Definitiv, changes to access permissions affect their visibility in reports such as Leave Approvals. This article explains why terminated employees aren't visible by default and how to restore visibility if needed.
Why Are Terminated Employees Not Visible in Reports?
When an employee is terminated, all team or line assignments associated with their profile are ceased. In Access Definitiv, permissions for managers to view employee details are based on their relationship with the employee, such as being a line manager or project manager. Once the team assignments are ceased, the relationship is removed, and the manager no longer has access to the terminated employee’s details. As a result, terminated employees do not appear in the manager’s view or related reports.
How to Allow Managers to View Terminated Employees
If it is necessary for a manager to view a terminated employee’s details, you can restore their access by making the team assignment for that employee ongoing. This re-establishes the line manager relationship, allowing the manager to access the terminated employee’s record and see them in relevant reports.
Steps to Restore Visibility:
Navigate to the terminated employee’s profile in Access Definitiv.
Update the team assignment to make it ongoing.
Confirm that the manager’s relationship (e.g., line manager) is re-established.
Verify that the terminated employee now appears in the manager’s reports.
Best Practices for Managing Terminated Employee Records
Review Access Needs: Before restoring visibility, ensure there is a valid reason for the manager to access the terminated employee’s details.
Limit Access Duration: If access is only temporarily required, set a reminder to cease the team assignment again after the necessary period.
Maintain Data Security: Always follow organizational policies and data protection regulations when managing access to terminated employee records.
By understanding the default behavior and following these steps, managers can effectively manage access to terminated employees’ details while maintaining compliance with organizational policies.