Chapter 4 Users, Roles and Permissions

Transcription

1 Chapter 4 Users, Roles and Permissions This chapter provides the description of PDSA s etimetrak users, roles and permissions.

2 Users, Roles and Permissions Table of Contents Chapter Users, Roles and Permissions Table of Contents Managing Users Creating Users Setting Up a New User Editing an Existing User What is a Role? Creating Additional Roles Changing Roles Multiple Roles for Users Managing Roles What is a Permission? Creating New Permissions Summary PDSA Inc. etimetrak

3 Managing Users Managing Users For any user to use etimetrak, they need a user ID. A User ID is created, managed, and assigned to the user by the etimetrak system administrator. Find out who your system administrator is. Creating Users Select the menus Maintenance -> Users. You can search and edit any existing users, create new users or delete users. We do not recommend deleting users, but simply making them inactive. PDSA Inc. etimetrak 4-3

4 Users, Roles and Permissions Setting Up a New User From the screen above, select the Add a new User icon panel opens:. The following edit Fill in the appropriate information for this user and select a role for them. Please see the following sections defining and selecting roles. Click on Save Changes to save this user and add them to the system. Click on the Cancel Edit if you wish to discard the data. User Attributes: 1. Category: only the user s category is allowed. 2. First Name: enter the user s first name. 3. Last Name: enter the user s last name. 4. User Initials: enter the user s initials. This is optional. 5. Login ID: this will be the user s log in ID. Once you have saved this user, you can never change the user ID enter the user s address. This is very important for the user will receive a notification when their ID is set up, when there password is reset, and if they ever forget their password and need it ed to them. 7. Phone: enter the user s phone number. This is optional. 8. Locked Out: this check box can be used to lock out any user and preventing them from logging into etimetrak. Also, in the event they have unsuccessfully tried to log into the system 3 times, the system will lock them out. It will take the system administrator to unlock them. 4-4 PDSA Inc. etimetrak

5 Managing Users 9. Status: active users can log into the system and appear in all resource drop down lists. Inactive users can not log in and do not show up in any resource drop down lists by default. 10. Security Question: this is a list of candidate questions you can select from if you can t think of one. When you select one it is placed in the Security Question text box located just below the Security Question drop down list. 11. Security Answer: put the security answer here. 12. Password: enter the user s password. 13. Confirm Password: enter the user s password again. 14. Send Password to User: this is checked by default and it is a good idea to have the user receive an notifying him/her that their ID is ready. 15. Select Roles for this User: now select the role for this users. Even though users can have more than one role, it is typical that they only have one. Editing an Existing User From the screen above, select the Edit User icon opens:. The following edit panel Update the appropriate information for this user and even change the role for them if you need to. Please see the following sections defining and selecting roles. Click on Save Changes to save this user. Click on the Cancel Edit if you wish to cancel this update and leave the data in its original form. Resources vs Users Resources are in fact users. Resource labels and drop downs contain all users. Only the admin user is not contained in the resource drop downs. PDSA Inc. etimetrak 4-5

6 Users, Roles and Permissions 4-6 PDSA Inc. etimetrak

7 What is a Role? What is a Role? A role is a collection of functions (or permissions) that can be performed by a user. All users are assigned a role when their user ID is defined. The following roles are included with etimetrak: Roles Description Timetrak User Project Manager Office Manager Front office staff Executive Company management Able to enter timesheet entries. A TimeTrak user is the most common user. The Project Manager user is typically in the lead or management role and has the ability to add customers, projects and tasks. The office manager is responsible for ensuring all time is entered during a billing period, exports the data and processes it for payroll or invoicing. The executives can do all functions. Administrator The administrator can do all functions. So simply stated a role is a group of capabilities assigned to a user. Creating Additional Roles The etimetrak system administrator can create new roles very easily. Upon creating the role, the administrator can place any of the permissions into that role to create a new role with special features. Later, the administrator can assign that new role to a user. Changing Roles The etimetrak system administrator can reassign roles to users at any time. Multiple Roles for Users In fact, users can have multiple roles. If a user has multiple roles, all permissions in all of the roles apply for this user. Managing Roles Asdf. PDSA Inc. etimetrak 4-7

8 Users, Roles and Permissions What is a Permission? A permission is a single specific feature or function that can be assigned to a role. System Administrators assign permissions to roles or remove permissions from roles. The following permissions are included with etimetrak: Permission Description Timesheet Worktype Timesheet Resources Time Entry Save Time Entry Resource Time Entry Edit Time Entry Delete Time Entry Copy Time Check All Resources Task Save Task Edit Task Delete Task Add Project View Tasks Project Save Project From Template Project Edit Project Delete Project Add Customer View Reference URL Customer View Projects Customer Save Customer Edit Customer Delete Customer Add Billing Rate Save Billing Rate Edit Billing Rate Delete View the timesheet work type drop down View timesheet resource drop down & resource column in the results grid Save changes to time entries View the time entry resource drop down Edit existing time entry item Delete an existing time entry item Copy an existing time entry item Time Check All Resources Save changes to tasks Edit existing tasks Delete existing tasks Add new tasks Use the projects page view tasks button Save changes to projects Create a new project from template Edit existing projects Delete existing projects Add new projects Use the customer page view reference url button Use the customer page view projects button Save changes to customers Edit existing customers Delete existing customers Add new customers Save changes to billing rates Edit existing billing rates Delete existing billing rates 4-8 PDSA Inc. etimetrak

9 What is a Permission? Billing Rate Add Add new billing rates Creating New Permissions New permissions cannot be created. Please contact PDSA to discuss any additional permission requirements. PDSA Inc. etimetrak 4-9

10 Users, Roles and Permissions Summary In this chapter we learned: 1. How to enter a time sheet entry. 2. How to update (an existing) time sheet entry. 3. How to define search filters to find existing time sheet entries. 4. How to refresh the time sheet grid. 5. How to duplicate a time sheet entry. 6. How to delete a time sheet entry. 7. How to set the number of time sheet entries to show. 8. How to read the time sheet grid totals PDSA Inc. etimetrak