Overview
The Dependencies tab on an employee's page shows you where that employee is used across the platform: the fields they are selected in, the records that reference them, and the groups that will assign them to future records. Use it to see an employee's footprint before you make a change, to reassign work when someone moves role or leaves, and to spot fields where a single person is the only approver.
You reach it from an employee's page, on the Dependencies tab next to Overview and Additional permissions.
How the Tab Is Organised
The tab lists every field where the employee is selected, either individually or through a group they belong to. Entries are grouped by module and record type, for example Third Party Risk Management - Third Party. You can collapse or expand each group.
Each field is shown as a row with two sets of actions: Historical records, which act on records that already exist, and Future assignments, which control how the employee is assigned to new records.
Historical Records
The Historical records column covers records that already reference the employee in that field.
View Records opens the record list for that module in a new tab, filtered to the field, so you can see exactly which records reference the employee there. If no records currently use the field, the button is greyed out.
Update user opens the update tool in a new tab, where you set the replacement and run the update across the existing records for that field, so you do not have to open each record and change it by hand.
When you run the update, it applies to the records that match the field at the point you run it, which can differ from the list you were just viewing. Any email notifications that would normally be sent when this field changes are not sent for a bulk update.
Future Assignments
The Future assignments column controls who is assigned when new records are created, or who can be selected in a form.
Where the field is populated from a group, the group name is shown with a Manage group button. To give someone the same access for future records, add them to that group. Selecting Manage group opens that group, the one granting the assignment, in a new tab on its Members tab, where you can add or remove members individually or by criteria.
Where the employee was selected individually rather than through a group, you will see a dash and an Edit assignment button that is not available. Individual assignments cannot be changed from this page.
System Fields
Some fields are set by the platform, such as Created by. These are marked with a System label. System fields cannot be edited, so Update user is not available on those rows and no future assignment is shown.
Dependencies in Modules You Cannot Access
An employee may be referenced in modules you do not have access to. Where that happens, an Additional dependencies banner appears, and those dependencies are listed so you can see they exist. You will not be able to act on them from your account. If you need visibility of these assignments, contact the administrators of the other modules.
Making Changes That Are Not Available Here
Self-service editing of individual assignments is not available. To change how a field is configured, or to update an individual assignment, contact GAN Support.