Automatic sharing

The Recruit Enterprise package enables automatic record sharing based on triggers and default sharing rules. Automatic sharing applies to users and groups who have been granted access with the sharing reasons "Fairsail" or "Fairsail Interviewer".

When automatic sharing is triggered, existing sharing details are removed and new details created according to the sharing rules.

Diagram of Access to Vacancy Data

The table below describes the events that trigger sharing updates and the resulting access changes.

Triggering event	Sharing changes	Additional information
New Vacancy is created	Access is granted as follows: Creator of the Vacancy (Owner): Full access Roles in Share as Edit field set: Read/Write access Roles in Share as Read field set: Read Only access	The Key People roles in the Vacancy details can be added to Share as Edit or Share as Read field sets.
Vacancy is approved	Access is granted as follows: Guest Site Public Group: Read/Write access	Guest Site Public Group is used for Site Guest User to enable access to Agency and Candidate Portals.
Vacancy is updated with one of the following changes: Change to Owner Change in the Share As Edit field set Change in the Share As Read field set	Updates to sharing are made on the basis of the changes: New Owner is granted full access Previous Owner's full access is removed Read/Write access is granted to users assigned to roles added to Share As Edit field set Read/Write access is removed from any users whose roles have been removed from the Share As Edit field set Read Only access is granted to users assigned to roles added to Share As Read field set Read Only access is removed from users whose roles have been removed from the Share As Read field set	If the Vacancy has Candidates, Applications or Interview Assessments associated with Applications, access is granted or removed according to the same rules.
Changes to Selection Stages of a Vacancy (new stages, updated stages or deleted Stages) trigger sharing updates when: Stage Assessors are added to a Selection Stage in a Vacancy Stage Assessor of a Selection Stage in a Vacancy is updated	Access is granted using the same flow as changes to Vacancy
Changes to Selection Criteria of a Vacancy: New Selection Criteria are added Existing Selection Criteria are changed Selection Criteria are changed	Access to the Vacancy, Application, Candidate and Interview Assessment is updated using the Interview Assessment sharing flow
An Application is added to a Vacancy	Access to the Application and Candidate is granted as follows: Owner of the Vacancy: Full access Roles in Share as Edit field set: Read/Write access Roles in Share as Read field set: Read Only access Guest Site Public Group: Read/Write access Groups or users with "Manual Sharing" reason: No access to Application or Candidate Groups or users with "Fairsail" sharing reason: Same access to the Application and Candidate as to Vacancy	Access is granted to active applications only—draft applications in the Applying stage are not shared.
An Application is removed from a Vacancy	Access is removed from all users and groups.
Changes to Interviewers: New Interviewer is added An Interviewer is removed	Access is granted or revoked as follows: New Interviewer: Read/Write access to Interview Assessment New Interviewer: Read Only access to related Candidate, Application and Vacancy related to the Interview Assessment Removed Interview: all access to Interview Assessment, Vacancy, Candidate and Application is removed Users/Groups with access to Vacancy: Same access to Interview Assessment as they have to Vacancy	Interviewers only have access to their own Interview Assessments. Users and groups who have access to the Vacancy are granted access to all Interview Assessments.