Customizing Permission Levels for Custom Fields in Beamery

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In Beamery, you have the option to customize the viewing permissions for individual custom fields. This allows you to use the various permission levels in Beamery to limit certain users from seeing specific custom fields.  

Note: Only Super Admin users can create, edit and delete custom fields.

Creating Private Custom Fields

Private fields are simply Custom Fields that have viewing permissions limited to only certain role types. Creating all Custom Fields can be done within Settings, under Customize Beamery, in the Custom Fields section.

From this window, you can create new Custom Fields, add Custom Fields to folders, set their permission viewing levels and decide if they should be drop-down, free text, multi-select, or date-based responses. 

By default, all custom fields are visible to all user roles in Beamery. To change this when creating a new Custom Field, click on the User Permissions dropdown and deselect and roles you would like to prevent from seeing and using that field. 

For example, if you are adding Custom Fields that are only going to be used by your talent marketing team, it is a good idea to remove all Sourcing Admin, Sourcing Standard and Sourcing Limited users from being able to see those fields. This reduces visual clutter and ensures data privacy when needed.

Editing and deleting custom fields 

From the same Custom Fields section, in Customize Beamery, you are also able to edit your custom fields to change their name, folder and permission level by clicking the vertical ellipsis button on the right side of the custom fields and selecting "edit".  

You are also able to delete a custom field by selecting "delete" in the same location.

Note: if you delete a custom field, you will lose all data that has been logged in that custom field. 

Areas Affected by Custom Field Permissions

You are able to view custom fields on a contact's profile, on the Beamery Extension, in the People grid and in the filter panel.  

  1. Contact Grid and Filters Panel: for users with restricted permissions and without access to the Custom Field, the field will not be visible in the contact grid or the filter panel.  It will not be visible or selectable as a column and they will not be able to filter by that Custom Field.

  2. Full and Mini-Profile: for users without access to the custom field, the field will not be visible in the mini or full profile under the Custom Fields tab.  If a contact has submitted an answer to a Custom Field via a Form or Flow, a restricted user will see the Custom Field on the contact's profile. In this case, the information contained in the Custom Field will show up as This answer is confidential.

  3. Form Builder and Recipes: if a user does not have access to a custom field, they will still be able to use the field in Form Builder and Recipes, however, they will not be able to see the responses from candidates in other areas of Beamery, as explained in the sections above.

  4.  CSV import: when uploading a CSV file, users have the option to map "extra fields" (non-standard fields) to existing Custom Field. In the import view, users will be able to see all Custom Fields as options to map an extra field to, despite any viewing restrictions on those fields. However, once the contact data is imported, they will not be able to see any custom fields for which they do no have viewing permissions (in the profile and contact grid).

  5. Data Explorer: While reports in Data Explorer can leverage the data held in custom fields, users who do not have the correct permissions to view a specific Custom Field will not be able to view any reports on this field, even if that report is shared by a user who can see this Custom Field. 

  6. Public API: making a call to the API can return private fields regardless of permissions. However, users will not be able to see the answers to the private fields.