Privileges

Security permissions (known as privileges in WorkflowMax) control user access to the features and functions of WorkflowMax. They are set individually for each staff Staff are members of your organisation who perform work for your clients. Staff are usually set up as users in WorkflowMax so that they can login to enter time sheets, produce reports or invoices or perform other job-related activities. member (or visiting client).

• General Privileges

  Privilege	Controls a user's ability to...
  Client	View the Client Manager screen and click on clients to view their details. New create new clients. Edit existing clients. Delete existing clients.
  Collaboration Manager	Use the Collaboration manager.
  Completed Jobs	Edit completed jobs.
  Job	Create, edit or delete jobs. Without Edit privilege, you can create a new job, but not edit an existing job. Edit privilege provides the following access. On the job detail screen: Access to the Edit Job button which gives access to editing job details and assigning or removing staff, account manager and job manager on the job. Access to the Edit Schedule button, which allows you to change the overall job schedule and dates for tasks and milestones. Access to job Options, which allow you to apply additional templates, copy the job, move time sheets. Add and edit job tasks and change staff allocation to tasks. On the Job Manager screen: Access the Options button, which allows access to add or remove staff, Account Manager, job Manager on multiple jobs.
  Job Archive	View the job archive.
  Job – Complete Milestones, Tasks and To-do Items	Mark job milestones, tasks and to-do items as complete.
  Job Costs	Create, edit job costs. To prevent a user from adding new costs to a job, deselect the Job Costs > New option and also deselect the Financial Privileges > Financial option. If either of these options is selected, the user will still be able to add new costs to a job.
  Job Documents	View, create, edit job documents. In the job details screen (Jobs > Jobs > job#), the Documents tab is visible only if the View privilege is selected.
  Job Estimated Billings	View job estimated billings.
  Job Management Reports	Print some job management reports. When this option is selected, the following reports are available on the Job Manager screen: Job Deadline Report Job Status Report Staff Allocation Report.
  Job Manager	View the job manager screen (staff can see all jobs, not just those assigned to them).
  Job Financial Summary	View, create, edit, delete job financial summary.
  Job Milestones	Create, edit job milestones.
  Job Notes	View, create, edit job notes. In the job details screen (Jobs > Jobs > job#), the Notes tab is visible only if the View privilege is selected.
  Job Quick Edit	Access the Quick Edit pane to change a job's job state.
  Job Schedule	View job schedule.
  Job To-do items	Edit to-do items.
  Job Time Sheets	View job time sheets and enter time for other staff using a job's Time Sheet tab.
  Recurring Jobs	View, create, edit, delete recurring jobs. If you don't have this privilege, another staff member can create the report and assign you to it. It will then appear under your list of Reports > Report Builder > My Reports but you won't be able to edit it.
  Report Builder	Use the report builder.
  Staff Schedule	View the staff schedule.
  Supplier	View, create, edit, delete suppliers.

• Admin Privileges

  Privilege	Controls a user's ability to...
  Administrator	Work as WorkflowMax administrator with full access to all features.
  Cost Admin	Work as cost administrator with full access to cost information only.
  Job Template	Create, edit and delete job templates.
  Task Admin	Create, edit and delete tasks.

• Financial Privileges

  Privilege	Controls a user's ability to...
  Job Costs – Edit Unit Price	Edit the unit price of job costs.
  Financial	If the Admin Privileges > Administrator privilege is selected, the Financial privilege lets you see and use: the Business > Timesheets menu, the Business > Subscription menu, and the Budget field in a job. If the General Privileges > Job Costs > New option is not already selected, the Financial privilege also switches on/off the ability to add new costs to a job. If the Admin Privileges > Administrator privilege is not selected, the Business > Subscription menu is not available, regardless of the setting of the Financial privilege.
  Financial Reports	Print financial reports.
  Flag time sheet entries as billable or non-billable at time of entry	Flag their time sheets as billable or non billable. This is a very significant feature as it can directly affect income and would normally be used only by the owner or business manager. If this privilege is selected, a "billable" checkbox is shown on the time sheet – removing this privilege will remove that checkbox. Flagging time as unbillable on a time sheet has no audit trail – so for larger organisations (not simply an owner operator, for example), it's recommended to flag tasks as unbillable instead.
  Invoices	View, create, edit, delete invoices. As there is no audit trail when deleting invoices, you may wish to deselect the "delete" option to prevent staff from deleting invoices (rather than raising a credit note, which is recommended). If the Invoices checkbox is selected, the Work in Progress Manager option is available in the Business menu and any available invoices are listed in the Financial tab of each job.
  Approve Invoices	View, create, edit, delete approval for invoices.
  Lead Management	View, create, edit, delete leads.
  Purchase Orders	View, create, edit, delete purchase orders.
  Quotes	View, create, edit, delete quotes.

• API Access Privileges

  Privilege	Controls a user's ability to...
  Authorise 3rd Party Full Access	Connect your WorkflowMax account to third-party add-ons. This privilege is available only if the staff member has Administrator access (see Admin Privileges).

By changing the privilege settings on a person-by-person basis, you can control the access they have to using the features of WorkflowMax. For example:

• For a basic staff member, deselect all privileges. They can view jobs they are assigned to, and enter time against those jobs. However they cannot access the Clients or Business menus. This means that they cannot create or view clients; or view, edit and create quotes or invoices or view financial information.
• For the owner and business manager who require full access to all features, select all privileges.
• For the office administrator, who requires only administrative access, select only financial privileges.

Several privileges include a Delete option. We recommend that you select the Delete option only for staff with the Administrator privilege.

Limiting visibility of staff base rates

To prevent a staff member from being able to view staff base rates for other staff, remove the following privileges from their staff record.

• Administrator, which allows staff to view or edit all staff base rates.
• Financial Reports, which gives access to Reports > Standard Reports.
• Report Builder, which gives access to create and run custom reports.
• Job Financial Summary, which gives access to the Job financial summary report, which contains information that can be used to work out staff base rates for other staff.

Related tasks

• Add or edit a staff member