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 with the platform and this article explains how to build, request, and guard sensitive data and how masked fields are stored and viewed.
- Understanding and configuring masked fields
- Viewing & Controlling sensitive / masked information in the New Hire file
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, upon adding any field, you can select 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 answering or inputting a field you marked as masked, she will type in her inputs and will see asterisks in the form upon adding.
Where do the masked fields show?
After a new hire provides information that you have set as masked, the data will show as as asterisks (e.g. ****************) in the following areas: (i) when the new hire is completing the onboarding file; (ii) in the PDF copy of a completed onboarding form and (iii) in the extracted data fields in the New Hire file.
Can I control who can see sensitive / masked data?
Yes. 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, (i) Admins have this permission turned on; and (ii) this permissions turned off for all other roles. This role is also dependent upon having the “Access Onboarding Files” permission on as well so (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, in each of the “values” entry of the “Form Data Fields” section of any form, there is an eyeball icon and upon clicking it, the masked field becomes visible.
Clicking the view icon again re-masks the value. If a user who does not have the “View Sensitive / Masked Data” permission opens the “Form Data Fields” on each field marked as sensitive, she will see an eyeball icon with a slash. Upon hovering or clicking that icon, they 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 upon completion, that PDF is finalized.