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Account > Roles "Roles" allows you to create user roles with a specific set of rights and privileges. Once you create a role, you can assign it to individual users. You can copy a role from an existing role. OpenAir.com has pre-defined the default roles of Administrator and User. User roles can be renamed and otherwise modified as desired, but the role of the account administrator cannot be modified (although the role can be renamed). The current default settings give administrators all of the rights listed below; users have none of the rights listed below (but can view and edit their own items in each module to which they have access). To assign a role to a user, go to the Account > Users > [User ID] > Demographic link. Select the role you want from the "Role" drop-down list box and click "Save." To grant module and data exchange access privileges, see Account > Users > Access control. Module-specific settings information: My Account | Opportunities | Resources | Projects Timesheets | Expenses | Purchases | Invoices You can also create a special "Guest" role, which will give users with this role (i.e., your clients) limited access to your account, allowing them to log in and view account information relevant to them. See "Guest settings" below for more information. To create a new role: 1. Click on the "Account" tab in any module. 2. Select "Role" from the "Create..." drop-down menu. 3. Name the new role (mandatory). 4. Check (or uncheck) the relevant rights in each module that you want to give to (or take away from) the new role. Note: If you want this role to be the default role for new and imported users, be sure to check the "Make this the default role for new and imported users" box. 5. Make any notes as desired, and click on "Save." Note: You cannot reassign yourself to a different role, nor can you make your role inactive. Note: If you are creating a "Guest" role, make sure the "Guest" option in the drop-down next to the "Role name" field is selected. This will change the display of the New/Edit Role form, displaying the options for the Guest role. When you assign this role to a new or existing user, a new drop-down list box will appear on the New/Edit User form. This drop-down has a list of all the clients in your account. You can then associate the user with one of your clients. The client now has a User ID and can log in to the account. You will also note that there are not as many fields in the New/Edit User form when you are creating a guest user. To copy a role from an existing role: 1. From Account > Roles, select the role to be copied. 2. From the "Create" dropdown on the right select "Create role from this role". 3. Create the new role, make changes as desired and save. Important: If you change a role's status from "User" to "Guest," all users assigned to this role will become guests. If you then try to change the role status from "Guest" back to "User," you will have to first assign any users associated with this guest role to a different role. After you select "User" in the drop-down menu and click on "Save," you will need to click on the name of the role to access the longer ("User") role dialog to make any necessary modifications. Please note that if a user role is changed to a guest role, and then changed back again, any previous role settings are deleted, and must be set again.
1. Click on the "Account" tab in any module, and then on the "Roles" link. 2. Click on the name of the role you want to change. 3. Make your changes to the "Edit role" dialog, and click on "Save." Note: You cannot modify the role to which you are assigned.
1. Click on the "Account" tab in any module, and then on the "Roles" link. 2. Click on the name of the role you want to delete. 3. Click on the "delete" button. Note: You cannot delete roles that have users assigned to them. You must first reassign the users before you can delete the role. (The "delete" button will not appear in the "Edit role" dialog if the selected role has one or more users assigned to it.) ROLE SETTINGS Note: If you select a "view" role setting rather than a "view and modify" setting, this means that users assigned to this role will be able to see the item in question, but will not be able to edit any information or delete any records. For example, the "view clients" role settings gives users the ability to see all clients, but only the "view and modify clients" setting will allow users to edit those client records. The ability to "view" items is given implicitly when you select a "view and modify" setting, so you do not need to select both. After you save the form, the associated "view" setting will be enabled as well. General settings -View (and modify) clients -View (and modify) prospects -View (and modify) contacts -View (and modify) projects -View (and modify) users -View (and modify) generic resources -View (and modify) departments -View (and modify) attribute sets -View (and modify) roles -View (and modify) services -View (and modify) expense items -View (and modify) vehicles -View (and modify) approval processes -View (and modify) vendors -See billing rates and budget amounts: Allows users to see the "Budget amount ($)" and "Hourly rate ($/hr)" fields in applicable dialog boxes in the application. -View and modify user cost -View and modify generic resource cost -View (and modify) filter sets -Modify filter sets for existing things -View (and modify) custom time ranges -View account-wide reports -View and modify auto-billing rules -View (and modify) hierarchies -View (and modify) tax locations -View (and modify) job codes -View (and modify) rate cards -View (and modify) cost centers -Customize forms: allows user to customize any form in OpenAir that is customizable (e.g. receipts and timesheet grid forms) -Customize lists: allows user to customize any list in OpenAir that is customizable (e.g. project list view, timebills list view, etc.) -Share (and view) saved reports -View (and modify) snapshots (taken by others)
-Modify the Dashboard message -View (and modify) company demographics -View (and modify) company schedule -View (and modify) company logos -View (and modify) company settings -View (and modify) company terminology -View (and modify) custom fields -View (and modify) company currency rates -View the Company > My Charges tab -Import clients -Export data -Modify automatic backup service -Use bulk user change abd envelope attachment deletion wizards Workspaces settings - Create workspaces - View and modify workspaces - View account storage usage - View (and modify) document categories - Copy and move documents - View reports Opportunities settings - View (and modify) all deals - View (and modify) all estimates - View (and modify) all proposals - View (and modify) all todos - View (and modify) all events - Assign todos to all users - Assign events to all users -View (and modify) territories -View (and modify) business types -View (and modify) client sources -View (and modify) client sizes -View (and modify) templates -Create timebills from accepted proposals -Modify proposal layout - View reports Resources settings -View (and modify) skills -View (and modify) booking types -View (and modify) industries -View (and modify) job roles -View (and modify) locations -View (and modify) education -View (and modify) profiles -View (and modify) own profile -View (and modify) bookings -View and modify own bookings -View reports -View and modify resource options -View resource detail fields in Custom Search -Customize the Custom Search form Projects settings -View (and modify) tasks and phases -Modify Gantt chart layout -View reports -View project analysis -View project overview advanced report -View project billing: Allows users to see (but not create) project billing rules, view project billing transactions, and run trial billings. -Create and modify project billing rules. -Run project billing: Allows users to run project billing and create project billing transactions/timebills. - View revenue recognition: Allows users to see (but not create) revenue recognition rules, and view revenue recognition transactions. - Modify and create revenue recognition rules: Allows users to edit and delete, where applicable, revenue recognition rules. - Modify and create revenue recognition transactions: Allows users to run revenue recognition and create revenue recognition transactions. - View transfers. - Modify and create transfers. - View task cost and revenue projections. - View (and modify) project stages. - View (and modify) project pricing. - Modify staffing/finance approval for project pricing scenarios. - View (and modify) project baselines. - View (and modify) booking grid. - View (and modify) project alerts.
-View (and modify) time types -View (and modify) timesheet alerts -View Ceridian payroll integration setup -View all timesheets -View all schedule requests -Create timebills from approved timesheets -View and modify timesheet report layout -View reports Expenses settings -View (and modify) envelopes alerts -View (and modify) payment types -View all envelopes -Create timebills from approved envelopes -Modify expense report layout -View reports -View authorizations -Book approved authorizations Purchases settings -View (and modify) all manufacturers -View (and modify) all purchasers -View (and modify) all carriers -View (and modify) all Accounts Payable locations -View (and modify) all Receiving locations -View (and modify) all products -View (and modify) all shipping terms -View all purchase requests -Create POs -View all POs -Create fulfillments -View all fulfillments -View (and modify) all fulfillments -View and modify PO layout -View reports -Can reduce purchase item quantity payable: enables user to change this value in a purchase item. Invoices settings -View (and modify) all timebills -View (and modify) invoices -Modify invoice layout -View reports -View (and modify) TimeBill stages -Change the TimeBill stage of other Users' TimeBills
Note: You will see these settings only if you have selected "Guest" in the user/guest drop-down at the top of the "Roles" dialog. Also note that at least one of the following settings must be selected. -Guest can view Project Gantt charts: Clients will have limited access to the Projects module, and will be able to see the Gantt charts of projects associated with them. -Guest can view Project outlines: Clients will have limited access to the Projects module, and will be able to see the project outlines of projects associated with them. Guest users can be assigned tasks in any project. However, when they log in, they will only see the tasks of projects to which they are, as clients, associated. They will not see any tasks that are assigned to them that belong to projects with which they are not associated. -Guest can view Invoices: Clients will have limited access to the Invoices module, and will be able to see their invoices. -Guest can view Workspaces: Clients will have limited access to the Workspaces module, and will have access to the workspaces of which they are members. Note: You can select the projects to which a guest user has access by setting up an appropriate filter set for the user. To assign a client to a guest role: Go to the Account tab, select "User" from the "Create..." drop-down menu, and enter the name of the client or contact person. Select the guest role you have created from the "Role" drop-down menu. Fill out the rest of the fields in the "demographic" dialog, which was shortened when you selected the guest role from the "Role" drop-down. Note: Adding a client to your user list in a guest role may be a billable event, depending on the terms of your service plan.
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