Introduction

Profile fields in uKnowva HRMS store essential user information, and controlling their visibility ensures that sensitive data is only accessible to the right people.

This feature is especially useful for HR teams, managers, and administrators who need to maintain privacy and comply with organisational policies.

By setting visibility restrictions, you can decide which users can view specific fields in a profile—whether it’s just the individual employee, their managers, or administrators.

This flexibility helps organisations maintain data security while allowing relevant stakeholders to access the information they need.

Step 1: Access the Profile Fields Manager

To begin, click on your profile icon located at the top-right corner of the page. This will open a drop-down menu containing multiple options.

From the list, select uKnowva Configuration to access the system settings.

Once inside the configuration panel, locate the menu options on the left side of the page.

Click on Profile Fields Manager to open the list of existing profile fields.

The list will be displayed under columns such as Name, Field Code, Type, Published, Searchable, Visible To, and Required.

Step 2: Select the Field to Update Visibility Restrictions

Scroll through the list or use the search bar to find the specific profile field for which you want to set visibility restrictions.

Once you locate it, click on the pen icon next to its name to open its settings.

Inside the field settings, you will see details such as Category, Name, Type, Group, Field Code, Searchable, Visible To, Published, Required, and Editable By.

Step 3: Configure the Visibility Restrictions

In the Visible To field, click on the drop-down menu to select who should be able to view this profile field.

The available options include Self, All, Admin only, Immediate Managers, All Managers, Self & Immediate Managers, and Self & All Managers.

Choose the option that best suits your organisational requirements.

Step 4: Save the Changes

Once you have set the appropriate visibility restriction, click on the Save button to apply the changes. If you decide not to proceed, click on Cancel to discard them.

Conclusion

That’s it!

You’ve now successfully set up profile field visibility restrictions in uKnowva HRMS.

By following this process, you ensure that sensitive employee data is visible only to authorised personnel, maintaining both privacy and compliance.

This system helps HR teams streamline access control while giving managers and employees the right level of information.