Creating and Configuring Managers

Manager assignment is essential for implementing Manager Hierarchy security within your organization. By assigning managers to Employee users, administrators enable hierarchical access control that reflects actual business reporting relationships and supports organizational collaboration patterns.

Understanding Manager Assignment Purpose

Why Assign Managers?

Manager assignment enables:

• Hierarchical Security: Activates Manager Hierarchy permissions configured in Security Roles
• Organizational Access Control: Users gain access to records based on reporting relationships
• Team Collaboration: Enables appropriate data sharing within organizational teams
• Automatic Permission Updates: Access adjusts automatically as organizational structure changes

Integration with Security Role System

Manager assignments work with Security Role entity permissions:

• Hierarchy Activation: Manager field must be populated for hierarchical permissions to function
• Permission Calculation: System uses manager relationships to determine data access scope
• Role Configuration: Security Roles must be configured with hierarchical permission levels to utilize manager assignments

Prerequisites

System Requirements

• User Entity Page Layout: Manager field must be included in the User Entity page layout
• Organizational Structure: Clear reporting relationships must be established
• Security Role Configuration: Employee Security Roles should be configured with appropriate hierarchical permissions

Administrator Permissions

To assign managers to users, you must have:

• Administrator System Role permissions

Assigning Managers to Users

Step-by-Step Manager Assignment

1. Navigate to the Setup Home page
2. Click Security > Manage Users
3. Select the target user
4. Click Edit
5. In the Manager field:
   • Enter the manager's name directly, or
   • Click the magnifying glass icon to search for and select a manager
6. Click Save

Result: The user now has a manager relationship that will be used for hierarchical permission calculations.

Manager Selection Considerations

Appropriate Manager Selection

• Direct Reporting Relationship: Choose the user's actual direct manager for accurate hierarchy
• Active User Accounts: Ensure selected managers have active Employee user accounts
• Appropriate Security Roles: Verify managers have Security Roles that support hierarchical permissions
• Organizational Alignment: Manager assignments should reflect real business reporting structure

Avoiding Common Issues

• Circular References: Prevent manager assignment loops (User A manages User B who manages User A)
• Self-Assignment: Users cannot be assigned as their own manager
• Invalid Relationships: Ensure manager assignments make logical business sense

Organizational Structure Planning

Hierarchy Design Strategy

Mapping Business Structure

• Document Current Organization: Create clear organizational charts before implementing manager assignments
• Identify Reporting Lines: Establish unambiguous manager-employee relationships
• Plan Permission Levels: Determine appropriate hierarchical access for different organizational levels
• Consider Matrix Organizations: Plan for users with multiple reporting relationships

Implementation Phases

• Pilot Department: Start with a single department to test hierarchy functionality
• Gradual Rollout: Expand manager assignments systematically across organization
• Validation Testing: Test hierarchical access at each implementation phase
• User Training: Educate users about their new access capabilities and responsibilities

Common Organizational Patterns

Traditional Hierarchy

• CEO/Executive Level: All permissions or User and All Subordinates
• Department Heads: User and All Subordinates for department visibility
• Team Managers: Team and Direct Subordinates for team leadership
• Individual Contributors: Team or Private based on collaboration needs

Matrix Organizations

• Functional Managers: User and Direct Subordinates for direct reports
• Project Managers: Team permissions for cross-functional collaboration
• Senior Contributors: Team permissions for peer collaboration
• Specialists: Private or Team based on role requirements

Validation and Testing

Manager Assignment Verification

Post-Assignment Testing

1. Login as User: Test hierarchical access from the user's perspective
2. Record Access Validation: Verify user can access appropriate manager/subordinate records
3. Permission Boundary Testing: Confirm user cannot access inappropriate records
4. Interface Verification: Check that hierarchical access works across all relevant modules

Organizational Structure Validation

• Hierarchy Logic: Ensure manager assignments create logical organizational structure
• Access Appropriateness: Verify hierarchical access supports business processes
• Security Boundaries: Confirm sensitive data remains protected through Field Security
• Performance Impact: Monitor system performance with complex hierarchy calculations

Common Issues and Troubleshooting

Manager Assignment Problems

• Manager Field Not Visible: Verify Manager field is included in User Entity page layout
• Search Functionality Issues: Ensure manager users have appropriate visibility permissions
• Assignment Restrictions: Check that selected managers are active Employee users

Hierarchical Access Issues

• Permissions Not Working: Verify Security Roles are configured with hierarchical options
• Unexpected Access: Review manager assignments for accuracy and appropriateness
• Performance Problems: Consider simplifying complex hierarchy structures

Ongoing Manager Assignment Management

Maintenance Procedures

Regular Review Process

• Organizational Changes: Update manager assignments when employees change roles
• Hierarchy Validation: Periodically verify manager assignments reflect current organization
• Access Audits: Review hierarchical access patterns for continued appropriateness
• Performance Monitoring: Ensure hierarchy calculations maintain acceptable system performance

Change Management

• Personnel Transitions: Plan manager assignment updates for promotions, transfers, departures
• Restructuring Events: Coordinate manager assignment changes during organizational restructuring
• Communication: Inform users about manager assignment changes and access implications
• Documentation: Maintain records of manager assignment changes and business rationale

Best Practices for Long-Term Success

Organizational Alignment

• Business Process Support: Ensure manager assignments support actual work patterns
• Regular Updates: Keep manager assignments current with organizational reality
• Clear Policies: Establish clear policies for when and how to update manager assignments
• Training Programs: Provide ongoing training about hierarchical access and responsibilities

Security and Compliance

• Access Reviews: Regularly audit hierarchical access for security and compliance
• Sensitive Data Protection: Ensure Field Security protects confidential information regardless of hierarchy
• Change Controls: Implement approval processes for manager assignment changes
• Audit Documentation: Maintain records for security audits and compliance requirements

Manager assignment is the foundation that enables Manager Hierarchy security to function effectively, providing organizational access control that scales with your business structure while maintaining appropriate security boundaries for Employee users.

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