General
It is possible to determine versatile permissions and restrictions to project functions in Profiles’ settings and Additional settings. With these settings, it is easy to either grant access or hide some functions from certain basic users, e.g. based on their job description on the project. An admin has always access to all project functions regardless of the settings and whether the admin user has been linked to the project or not.
Profile-Specific Settings – Expenses
In Settings → Profiles you can determine the access to functions for editing and billing the project expenses. This is done for each profile separately. You can enable or disable functions for the users of a certain profile by first selecting the profile and then activating the needed tools in the section Tools to be shown under Projects (see the picture below).
You can activate the following tools:
- Excel Export – Buttons in the Projects module’s front page for exporting the projects’ information as an Excel or CSV file.
- Mass edit – User permission to mass edit projects.
- Project billing – Enables billing for the working hours or other project phases on the Expenses tab of the project. By default, the user can only bill for their own hours. In addition, the managers named for the users on the project can also bill for the hours of their subordinates (the manager does not need to be linked to the project). More information about determining the manager below.
- Project expenses excel – Exporting the project expenses as an Excel file on the Expenses tab of the project. The user can report only their own expenses, but the manager can also report the expenses of their subordinates.
- Expenses approval – Gives the permission for the users of the profile to approve the expenses of the projects. See the section Expenses approval for more information.
- Single entity merge – Enables the use of the Merge entity module tool on projects. (Only Legacy version of the system)
- Create New – Gives the profile user the right to create new projects.
Determining the Manager
It is possible to give permission for the users’ manager to i.a. edit, bill and report the expenses of their subordinates without granting the actual admin permissions. The manager is named for the user in Settings → Users by first selecting the user and then going to the More Information settings and selecting the manager in the field Reports To.
In addition to determining the manager, the managers must also be given the permission to edit and bill for the project expenses of their subordinates. The permission is granted in Settings → Additional Settings → Other settings, where the User’s manager can edit project expenses option must be enabled.
Staff and Relations
The staff on the project is managed on the Phases part of the project entity card. Before users can be added, there is need to create a phase. After this, the users can be added to the project by using the person icon (see the picture below).
Only the assignee the project and admins can add and remove users and their assignments from the project.
Other Projects’ Additional Settings
There are also many other settings related to the projects and these can be determined in Additional Settings, in the section Project Settings. You can determine for example the following:
- Usage units that count as hours – the usage units of the products, that are interpreted as hours on work hour reporting.
- Travel Expenses Products – the products, that are interpreted as travelling expenses, for example on the custom report Travel Expenses.
- Travel Expenses KM Products – the products, that are interpreted as mileage allowance, for example on the custom report Travel Expenses.
- Prevent user from adding expenses without accounting id – A checked field sets the column Accounting ID on work hour reporting mandatory.
- Popup fields – The fields selected in this field are shown as columns on project selection popup windows, when you are linking a project to e.g. an invoice, activity or other entity.