Record Access Tab of Roles

Use the Record Access tab to determine a role's access rights to specific menus and records in DPS. For example, a project manager needs full access to records in the Projects hub, but a project consultant only needs read access to these records.

Even if a role does not have access to a hub, you can still set up record level read and update criteria for reporting purposes. Before you can assign access rights to any DPS application, you must activate the application on the Modules tab in Settings > General System in the browser application.

Contents

Application Record Access Grid

Use this grid to control the role's access to portions of DPS, including access to menu items and records. Options on this grid depend on the DPS modules that are activated.

Field	Description
Application Record Access Drop-down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display. Not all options are available on all grids.
Application	Select the DPS application for which you want to establish access rights. The applications that display depend on the DPS applications that you install.
Access	Click in this field, and use the drop-down list to select the access rights for the selected item. Read Only — The role can look at records but not add, modify, or delete record information. Modify Only — The role can read records and modify information, but cannot add new records or delete records. Add/Modify — The role can read, modify, and add records, but cannot delete records. Full — The role can read, add, modify, and delete records. The Access column is view-only for certain applications. You must use the DPS default for these applications. Options for Billing Terms If you did not select Billing Terms on the General tab, you can select one of the following settings to specify access to billing terms: Percent Complete — Users assigned to a role for which this setting is selected can view all information on the Fees tab on the Billing Terms form but can only update percent complete and fee-to-date fields on the Fees tab and the Description field on the General tab. None — Users assigned to a role for which this setting is selected can view all information on the Fees tab and General tab on the Billing Terms form, but cannot update any of that information. These users cannot use the Billing Terms link in the Navigation pane, in the Projects hub, or in Interactive Billing to display the Billing Terms form. These users can only display the fee information using the Update Fees options in Invoice Approvals, Interactive Approvals, or Interactive Billing (assuming that they have access to one or more of those forms). Users who only have this access to fee information and the description in Billing Terms cannot use the Billing Terms link in the Navigation pane, in the Projects hub, or in Interactive Billing to display the Billing Terms form. They can only display the fee information using the Update Fees options in Invoice Approvals, Interactive Approvals, or Interactive Billing (assuming they have access to one or more of those forms). Options for Employee Assignments and Generic Assignments The access options for Employee Assignments and Generic Assignments are Can Add and Can't Add. If you select Can Add, use the Record Level Update field to specify the employees and generic resources for which the role can add and update assignments in project and opportunity plans. Regardless of the option you select, you can use Record Level View to specify the employees and generic resources for which the role can view plan assignments.
Record Level View	Click in this field, and then click to open a lookup dialog box and determine the records that members of this role can view within the selected application. For example, you might give a role the ability to see a client type firm's information in the Firms hub for only a subset of firms that are identified as clients. This setting also controls the list of records that are returned in the search results list in lookup fields and user-defined lookup fields for this application that appear in other applications (such as in the Primary Client lookup field in the Projects hub). The role's access rights that are entered in the Access field in the Application Record Access grid supersede the record level view rights that are entered in the Record Level View field. You cannot give a role permission to view a record if the role does not have permission to access the corresponding application. The default entry for this field is Not in Use. Exceptions and Additional Information for the Employees Hub The record level view setting that you assign for the Employees hub application: Does not control the list of records that are returned in search results for the Employee lookup fields in other hubs (for example, the Principal, Project Manager, or Supervisor lookup fields in the Projects hub). Determines how much employee information that the members of this role see in the employee card. Members of this role will see: All possible information in the employee card for the employees that you specify in the Record Level View field. Limited information in the employee card for the employees who are not specified in the Record Level View field: The employee's name and organization displays (if you use organizations). The Profile tab displays limited information—the employee's full name, email address, labor category, hours per day, and utilization target (if none of those fields have been hidden for the security role in Screen Designer). Other tabs that you would normally see in the employee card do not display. For more information about the Employee Card, see Employee Card. Employees Hub Example You set up record level view security so that security role A can view only one employee, Emily Collins. John is assigned to role A. Outcome: In the Employees hub: When John uses the Employee lookup in the Search field, the only employee that will be returned in the search is Emily Collins. This is the only employee whose record John can view in the Employees hub. In the Projects hub: When John opens the Employee lookup in the Principal, Project Manager, or Supervisor fields or in a user-defined employee field, all employees are returned in the search. John can assign any employee to a project in the Projects hub. When John clicks Emily Collins' name in various DPS applications (such as the Projects hub), the employee card opens and displays all the information that is viewable through the employee card for Emily Collins. When John clicks an employee's name other than Emily Collins in various DPS applications, the information that displays in the employee card is limited. He sees the employee's name and organization (if you use them). On the Profile tab he sees limited information—the employee's full name, email address, labor category, hours per day, and utilization target No other tabs display in the employee card. Firms Hub Example You set up record level view security so that security role A can view only one client, Brown and Associates. John is assigned to role A. Outcome: In the Firms hub, when John opens the Firms lookup in the Search field, the only client that will be returned in the search is Brown and Associates. This is the only client whose record John can view in the Firms hub. In the Projects hub, when John opens the Client lookup in the Primary Client field, the only client that will be returned in the search is Brown and Associates. This is the only client that he can assign to a project in the Projects hub. In the Projects hub, when John opens the Client lookup in a user-defined client field, the only client that will be returned in the search is Brown and Associates. This is the only client in the user-defined client field that he can assign to a project in the Projects hub.
Record Level Update	Click in this field, and then click to open a lookup dialog box and determine the records that this role can update within the selected application. For example, you might give a role the ability to update information about only a subset of client type firms in the Firms hub. The default for this field is Same as View, meaning that the Record Level Update setting is the same as the Record Level View setting. The role's Access settings supersede Record Update View rights. You cannot give a role permission to update a record if the role doesn't have permission to access the corresponding application.

Options Below the Grid

Field	Description
Apply record access to all transaction centers	Select this check box to apply record level security to limit access to certain records in the Transaction Center. This option only applies to the desktop application.
Enable self service in Employee Review	Select this check box to allow employees to view a summary of their own payroll and expense check information on the Employee Review screen. Your role determines access to the Employee Review features. This option only applies to the desktop application.
Allow modification of Disable Login user setting in Users when read-only access	Select this check box to give users in this role access to modify the enable/disable login user setting when they only have read-only access to the Users application. This option only applies to the desktop application.
Allow modification of Passwords in Users when read-only access	Select this check box to give users in this role access to modify user passwords even if they only have read-only access to the Users application. This option only applies to the desktop application.
Allow Changes to Supporting Documents	This check box is available if the role has access to Interactive Billing or Interactive Approvals. Select this option to give the users in this role the ability to modify supporting documents that have been uploaded for transactions. Possible modifications include: Change the description of a supporting document Upload a supporting document in Interactive Billing Delete a supporting document Change the Print with Invoice setting of the supporting document By default, this option is cleared and users can only view supporting documents. This option only applies to the desktop application.

Apply Project access to

Field	Description
Timesheets	Select this check box to apply project record level security to limit which projects a user can see when entering personal Timesheet information. This option displays if your enterprise has activated the Time and Expense module.
Expense Reports	Select this check box to apply project record level security to limit which projects a user can see when entering personal Expense Report information. This option displays if your enterprise has activated the Time and Expense module.
Billing	Select this check box to apply project record level security to Billing. This option controls the projects that you can access when you perform the following Billing functions: Interactive Billing Batch Billing Billing Terms Billing Groups Billing Rate Tables Refresh Billing Extensions Invoice Template Editor If you do not select this option, your billing personnel will have access to all projects. If your enterprise uses multiple companies, and you do not select this option, your billing personnel will have access to all projects where the main billing project belongs to the active company. This option displays if your enterprise uses Billing.
Sub-Projects in Billing Groups	Select this chek box to restrict sub-project lookups based on project record level security when setting up billing groups. When you select this option, the role can view and edit information for all of the accessible main projects, and can add any sub-project to which the role has security access. If the role does not have access to the main project, however, it cannot view the sub-projects, regardless of the rights to access these sub-projects individually.

Approval Workflow Record Access Grid

Field	Description
Approval Workflow Record Access Drop-down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display. Not all options are available on all grids.
Application	This column displays the approval application.
Access	This column displays the type of access that is granted to the user for the corresponding approval application. In order to view a record, the user must be logged in to the company to which the record belongs. Use the drop-down field to select any of the following access controls: Assignments only — This is the default option for the field. This option allows access to records that the user created, submitted, approved, or rejected. As a supervisor, the user can also view all records created, submitted, approved, or rejected by subordinate users. View All Records — This option allows the user to access all records that are available in the corresponding approval application. The records display in read-only mode unless the user is currently the assigned user and has rights to take action on the record. Apply Employee Record Level View Access — This option only applies to the Absence Requests application. This option allows the user to search for and select any absence request record that belongs to an employee for which the user has employee record level view access. The records display in read-only mode unless the user is currently the assigned user and has rights to take action on the record. Apply Vendor Record Level View Access — This option only applies to AP Invoice Approvals. This option allows the user to search for and select any AP Invoice Approval record that belongs to a vendor for which the user has firm record level view access. The records display in read-only mode unless the user is currently the assigned user and has rights to take action on the record.