Record Access Tab of the Roles Form

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

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

Contents

Application Record Access Grid

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

Field	Description
Hub Name (Application)	Select the application for which you want to establish access rights. The applications that display depend on the Vantagepoint 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 cannot add, modify, or delete records. Modify Only: The role can read records and modify information on records, but cannot add 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 Vantagepoint default for these applications. Options for Billing Terms If a role is not given full access to Hubs > Projects > Billing Terms on the Overview tab, you can select one of the following settings in the Access field on this tab 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 update only 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 view only the fee information on the Fees tab in Interactive Billing or Draft Invoice Approvals in the Projects hub (assuming that they have access to these tabs). Users who have only 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 view 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 Assignment and Generic Assignment 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 plans. Whichever 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 use the Search dialog box to specify the records that members of this role can view for the selected application. For example, you might give a role the ability to see information for only a subset of firms that are identified as clients in the Firms hub. This setting also controls the list of records displayed in the search results for lookup fields, including user-defined lookup fields, when you are working in other applications. For example, the record level view determines which firm records are listed for the Primary Client lookup in the Projects hub. For more information about the search feature, see Search Lookups. The access rights that are specified for this role in the Access field in this grid supersede the record level view rights that are specified 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 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 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 you specify in the Record Level View field. Limited information in the employee card for the employees you do not specify in the Record Level View field: The employee's name and organization displays (if you use organizations). The Profile tab displays limited information, such as 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. In various applications: When John clicks Emily Collins' name in various applications, including 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 the name of an employee other than Emily Collins in various applications, the information that displays in the employee card is limited. The employee's name and organization (if you use them) display. On the Profile tab there is limited information, such as 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 John can assign to a project in the Projects hub. However, 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 John can assign to a project in the Projects hub.
Record Level Update	Click in this field and then use the Search dialog box to determine the records that this role can update in the selected application. For example, you might give a role the ability to update information for 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. For more information about the search feature, see Search Lookups.

Checkboxes

Field	Description
Apply Record Access to All Transaction Centers	Select this checkbox to apply record level security to limit access to certain records in the Transaction Center.
Limit Users Access to Only Their Own Data in Self Service	Select this checkbox 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.
Allow Modification of Disable Login User Setting in Users When Read-only Access	Select this checkbox to give users in this role access to modify the enable/disable login user setting when they have only read-only access to the Users application.
Allow Modification of Passwords in Users When Read-only Access	Select this checkbox to give users in this role access to modify user passwords even if they have only read-only access to the Users application.
Allow Access to Bulk Update in List View	Select this checkbox to give users in this role access to the Bulk Update feature when they work in list view in the hubs they can access. Application record-level update rights are honored.
Allow Selection of any Contact for Primary, Billing, or Team Contact for Projects	This checkbox displays when you don't have PIM Integration set up in Vantagepoint. Select this checkbox to give users in this role the ability to select a primary contact or billing contact for a project that is not associated with the primary client or billing client. When selected, the user can also select any firm for a contact team member in the Team Members grid. This is useful for associating a different firm to a contact for a specific project. By default, this checkbox is cleared. When you select this checkbox, the users with this role can also select any firm for a contact: In the Team Members grid in the Projects hub In the Projects grid in the Contacts hub The primary or billing contact for the primary or billing client When you clear this checkbox, the Limit Contacts to Selected Billing Client checkbox does not display on the Project and Contact lookups.

Apply Project Access To Section

Field	Description
Timesheets	Select this checkbox 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.
Billing	Select this checkbox 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.
Expense Reports	Select this checkbox 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.
Sub Projects in Billing Groups	Select this checkbox 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.

Project Creation Rights Section

The section's settings are enabled if the role has either Add/Modify or Full record level access rights for the Projects hub.

Field	Description
Allowed Charge Types for New Projects	Select one or more charge types to Indicate the types of projects that users with this role are allowed to create: Regular Overhead Promotional (standalone promotional projects that are not linked to a regular project) For example, you could create a role that could add new regular and promotional projects but not overhead projects. Your selections in this field, along with the Allow Creation for Linked Promotional Projects option, determine whether or not you can create promotional projects that are linked to regular projects.
Allow Creation of Linked Promotional Projects	Select this checkbox to allow users assigned this role to create a promotional project that is linked to a regular project that your enterprise is pursuing. If this checkbox is cleared, the users cannot create a linked promotional project at the time they create a regular project or link a promotional project to an existing regular project. If this checkbox is selected but Allow Charge Types for New Projects is not set to Regular, the users cannot create regular projects, or create a linked promotional project during the process of creating a regular project. They can, however, select an existing regular project and create a linked promotional project for it. If this checkbox is selected and Allow Charge Types for New Projects is set to Regular, the users can create a linked promotional project during the process of creating a regular project. They can also select an existing regular project and create a linked promotional project for it.

Approval Workflow Record Access Grid

This grid displays the applications that use approvals and the type of access allowed for each application.

Field	Description
Application	This column displays the approval application, such as Absence Requests.
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 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 applies only 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 applies only 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.

Use the Smart Summaries tool to rapidly build Smart Summary briefings using AI-generated technology and your data. For example, you can create briefings that summarize data for your clients or projects. For more information, see Using the Smart Summaries Tool.

Disclaimer: Each Smart Summary briefing is generated by an artificial intelligence tool using your Vantagepoint data exclusively. This tool is provided subject to the terms of your Vantagepoint licensing agreement governing the use of Smart Summaries. Deltek does not represent, warrant, or independently verify briefing accuracy. You are strongly encouraged to independently review and verify the accuracy of each Smart Summary briefing that you generate.

Administrators define access to the Smart Summaries based on security roles. The choices are:

Field	Description
Allow Firm Smart Summary Access	Select this checkbox to allow access to the client Smart Summary for the specified security role. Employees with this access can generate client Smart Summary briefings using AI-generated technology and your client data. For more information, see Contents of the Client Smart Summary Preview.
Allow Project Smart Summary Access	Select this checkbox to allow access to the project Smart Summary for the specified security role. Employees with this access can create project Smart Summary briefings using the AI-generated technology and your project data. Any user with access to the Project Smart Summary button will be able to view all sections of the Smart Summary regardless of other security settings. For more information, see Contents of the Project Smart Summary Preview.

Smart Summary Terms for First-Time Use

The first time that you click the Smart Summary button to build a Smart Summary briefing, the following confirmation message displays:

Smart Summary Terms

You are accessing a Smart Summary, which is generated by an artificial intelligence tool. Smart Summaries automate the data review process and provide a summarized version of that information. They can be a timesaving tool by enabling businesses to make informed decisions more rapidly.

Smart Summaries are provided subject to the Vantagepoint Product Terms, and Deltek does not independently verify the accuracy of each Smart Summary. You should independently review and verify the accuracy of each Smart Summary.

In response to this message, you can either click Accept and Generate to build the Smart Summary briefing or click Cancel to stop the process.

When you add new users to security roles in which the Smart Summary feature has been enabled, the new users will automatically have access to the Smart Summary button.