There are times when you need to request sensitive information from a new hire as part of their onboarding process. There are several safeguards in place within the platform, and this article explains how to build, request, and guard sensitive data as well as how masked fields are stored and viewed.
- Understanding and configuring masked fields
- Viewing & Controlling sensitive / masked information in the New Hire file
Understanding and configuring masked fields
What is a masked field?
A masked field can be used to hide the new hire’s information. You will want to set any sensitive data request as a masked field to ensure privacy and security. This provides a level of comfort for both new hires (immediately understanding their data is being protected) and your organization (only those with the correct permissions will be able to view such data).
How do I set a field as masked?
When building an onboarding form, when adding a field, you can make a field masked by toggling on the “Mask typed text” option within the embedded form building editor.
How does a new hire provide the information to a requested masked field?
When a new hire is entering data in a field you marked as masked, the data they enter will be shown as asterisks to protect the information.
Viewing sensitive / masked information in the New Hire file
Where do the masked fields show?
After a new hire provides information that you have set as masked, the data will show as asterisks (e.g., ****************) in the following areas: in the masked fields when the new hire is completing the onboarding file, in the PDF copy of a completed onboarding form, and in the extracted data fields in the New Hire file.
Can I control who can see sensitive / masked data?
In Admin>User Roles, there is a permission titled “View Sensitive / Masked Data.” If checked, users in this role will be able to see masked data from within the New Hire file upon request.
By default, this permission is turned on for Admins and this permission is turned off for all other roles. In addition, a user must have the “Access Onboarding Files” permission turned on, as you can’t view sensitive / masked data in onboarding if you can’t access the onboarding files in the first place.
If I have permission to view sensitive / masked data, how do I do it?
If you have the permission to view sensitive / masked data, there is a View (eye) icon next to each masked field. If you click the icon, the data in the masked field becomes visible.
Clicking the view icon again re-masks the value. If you do not have permission to view sensitive / masked data, the view (eyeball) icon appears with a slash. If you hover over or click that icon, you will see a message that “You do not have authorization to view this data. Please contact your administrator with questions.” and the data will remain masked.
Please note: Once a field is configured to be masked, and the new hire completes the form, the data in the completed PDF will continue to show as masked (*********). This is due to the static nature of PDFs and that once completed by the user, that PDF is finalized.