Restricting Access To Records

So, a staff member having no restrictions set on their login record doesn't necessarily mean they have access to ALL project and staff records, they may be restricted by Access Rights (normal for smaller organisations).

Alternatively, they may be restricted to only see projects appertaining to certain resource groups and be further restricted to only see those where they are the listed project manager (larger organisations).

Restricting Records by the Login Record

There are various options which can be used to restrict the user from accessing certain records.

Note: These restrictions can even be imposed for users with System Administration privileges. This allows the system to be configured so that you can have System Administrators for different resource groups.

Restrict Project Visibility by Staff Involvement (restricting by Service)

Option

Description

No Restriction

User has unrestricted access to view ALL records

Restrict as User (default)

Restrict visibility to the service(s) the user has stored against their staff record.

So, if a staff member works for the 'Architects' service, they will only be able to see projects that have this service assigned. This prevents users from booking time to the 'Engineering' projects / tasks.

If you find that a staff member needs to book time to a particular project and the service restrictions are preventing them from doing so, you can either add the staff member's service to the project, or add the projects service to the staff member's secondary services.

Restrict as Manager

Obsolete setting - use 'Restrict as User' instead.

Restrict User To Resource Groups Below

Here you can specify if the user has no restriction, restrictions to Staff, Project, or Staff and Project records.

Generally, if you are to impose Resource Group restrictions on staff members you would apply the restrictions to both Staff and Project records. However, the system does support great flexibility as you can also allow a staff member access to ALL projects but restrict them to only seeing staff in their resource group and visa-versa.

Option	Description
No Restriction (default)	User has unrestricted access to view ALL project and staff records
Restrict Staff Records Only	Restrict to Staff Records Only - allow visibility of Project records
Restrict Project Records Only	Restrict to Project Records Only - allow visibility of Staff records
Restrict both Staff and Project Records	Impose restrictions to Staff and Project Records

Resource Group Access

This limits the user to seeing Staff and/or Projects records which appear in the 'Groups permitted access to;' list.

You can therefore set up a staff member who works in the 'Europe' resource group to be able to see projects/staff records appertaining to the 'America' resource group but also restrict them from seeing records relating to the 'Asia' resource group.

Note: Task-less projects will still be visible unless they have the setting 'Restrict access to this project to the services listed below?' ticked. This is to ensure that staff who have resource group restrictions are not restricted from seeing overhead projects.

Project Selections

NOTE: These settings function throughout both interfaces but can only be configured in the Windows interface.

To add finer granularity you can configure the user record so that the user is only able to see very specific projects.

Restricting Records by Access Rights

You can restrict access to records by restricting the user record to only have access rights to specific records in the Project and Staff listing grids.

The terminology used is different between Project and Staff access rights as discussed below;-

Report Group

This grants the user access to the function and restricts their records in this function to those outlined in their Resource Group Restrictions (outlined earlier in this article).

If you grant the user this permission without setting Resource Group Restrictions on their login record they will have access to all records. This is useful if you have System Administrator(s) who need visibility of ALL records.

Line Manager

Line manager provides access to the function for staff against whom the linked staff record is a line manager (any one of the multiple line managers).

Own Record

This provides access to the function for the staff member whose staff record is linked to the login user’s record only.

My project set	My project set is the set of projects in which you have an involvement by virtue of your service or staff allocation. For example, if you are an Architect in a multi-discipline department comprising of Architects and Engineers, then your project set would include any project in which the Architects service was involved and exclude any engineering projects which did not have an Architect service involvement. It would also exclude any projects open to Architects on which your staff record has been specifically excluded.
As Line Manager	Any projects against which you are the project leader.
As Service Leader	Any services against which you are the service leader.
As Task Leader	Any tasks against which you are the task leader.

Restricting Access to Records