Account > Filter Sets Assign users | Access Control | Modify | Delete FAQs "Filter Sets" allow you to create and save access privileges to clients, projects, services, users, expense items, timebill stages and project stages within the application, and to assign these privileges to your users. Users can be assigned to more than one filter set, but only one filter set will be "active" for a user at a time. Users who have been assigned roles that have the "Modify filter sets for existing things" privilege in the "General Settings" section of the "New/Edit Role" dialog box enabled will be able to add new clients, projects, services, users, and/or expense items to their current active filter set by enabling the "Add this [thing] to current filter set" check box on the "New client/project/service/user/expense item" dialog boxes, and add existing clients, projects, services, users, and expense items to any of the filter sets to which they are currently assigned using the filter set "Create >" or "Edit >" buttons found on the bottom of the "Edit client/project/service/user/expense item" dialog boxes. However, a user will only see these fields if the filter set to which they are assigned actually has a filter for the thing (client, project, service, user, or expense item) they are adding or modifying. (Note that users must also have a role which allows them to "modify filter sets for existing things.") For example, users assigned to a filter set that allows them to only see certain projects will be able to assign any new project they create to their filter set, and to add existing projects to existing filter sets. If the same users have access to all expense items, they will not be given the option to add them to the filter set, as they are automatically included. For the same reason, users working with the "All Access" default filter set will not see these fields because they are not needed, as by default these users have access to all new and existing clients, projects, services, users, and expense items. Account > Create a new filter set 1. Click on the Account tab. 2. Click on the "Create..." drop-down menu and select "Filter set." 3. Enter an name for the filter set. 4. Click on "Save." Once you have saved the filter set, you will see new links above the dialog box. These are "General," "User filter set," and "Access Control." To assign users to the filter set: 1. Click on the "User filter set" link. Users assigned to the filter will be subject to its access restrictions for clients, projects, services, users, and expense items. 2. Select the desired users from the "Available items" list, and click on the "Add highlighted items" button. 3. Click on "Save." Note: Users are assigned to the "All Access" filter by default. To change the default filter set for new users, go to Account > Filter sets > [select filter set] > General. Check the box "Make this the default filter set for new and imported users" and save. Note:Users can be assigned to more than one filter set. When users are assigned to more than one filter set, they can select which of these to make their current active filter set from the My Account > My Options > Change Filter Set page. The filter set which is currently active will be displayed in the grey bar at the bottom of each page in the application. To restrict users to a single filter set, assign them to the filter set desired, and then remove them from any other filter sets, including the "All Access" filter set. Users who have only been assigned to one filter set will not see the My Account > My Options > Change Filter Set link, nor will they see the name of their filter set in the grey bar at the bottom of the page. Note: You cannot remove users from a filter set if it is the only filter set to which they are assigned (they will be marked by an asterisk [*]). In order to re-assign them to another single filter set, you must first add them to this new filter set, and then remove them from the old one. Note: You can also go to the Account > Users > [User ID] > Filter Sets page to assign existing filter sets to particular users. To set the filter access control: 1. Click on the "Access Control" link. 2. You can select the clients, projects, and services that will be accessible to users assigned to the filter. The "Status" column will tell you which clients, projects, services, users, and expense items already belong to the filter. 3. Click on one of the "...access" links. For example, if you click on the "Client access" link, you be able to select from the complete list of clients those which will be in the filter. 4. Select the desired entities from the "Available items" list, and click on the "Add highlighted items" button. 5. Click on "Save." Note: If you make changes to the access control of a filter set, users currently using that filter set will not see these changes until they log out and log back in to their account. Note: For the project access control, you have the option to filter access by owned projects, assigned projects or booked projects. If you use these filters, users will see all the projects which they own or to which they have been assigned or booked, even if they do not have access to the clients associated with these projects. Note: There is an option in client access for [Access to booked clients]. If a user is booked to a single project, this option gives the user access to all projects for that client. Account > Modify an existing filter set 1. Click on the Account tab. 2. Click on the "Filter sets" link. 3. Click on the name of the filter set you want to change. 4. Make your changes to the filter set: - Click on "General" to change the filter set name or its active status. - Click on "User filter set" to add users to or remove users from the filter set. - Click on "Access Control" to change the clients, projects, services, users, and expense items assigned to the filter set. 5. Remember to click on the "Save" button in each dialog box to which you have made changes. Account > Delete an existing filter set 1. Click on the "Account" tab. 2. Click on the "Filter sets" link. 3. Click on the name of the filter set you want to delete. 4. Click on the "General" link. 4. Click on the "Delete" button to permanently discard the filter set record. Note: You cannot delete a filter set that has users assigned to it. The "All Access" filter set can be renamed, but it cannot be deleted. To switch from one filter set to another, see My Options > Change Filter set.