Step 1: Create a role
- Expand Security by clicking on the plus sign.
- Click Role Manager
- Click on the Add button.
- Fill in the following fields:
- Name*: Enter a name for this role
- For example, you could call it "Audit" for the auditors.
- Operating Unit: If a role needs to be restricted to a specific operating unit, then select a value in this field. This will allow access to data related to the selected operating unit.
- Department: If a role needs to be restricted to a specific department, then select a value in this field. This will allow access to data related to the selected department.
- Group*: Select a group if the role needs to be restricted based on a group user is apart of. This only impacts the Expense and Time access and not the set up of the application. Make sure that the access list is restricted to avoid unwanted changes.
- My Department - This only allows role user to view the users that are apart of the department that they approve for in the application. The approval has to be set up under Department →Approval Flow.
- My Reports/Timesheet - This only allows role user to view your own expense reports and timesheets.
- My Proxy - This only allows the role user to view the expense reports and timesheets related to those they have proxy access for in the application.
- My Team - This only allows role user to view expense reports and timesheets of those users that they approval for in the application.
- Read Only: If this box is checked, all access to Admin will be read only and will not allow editing of data.
- Introduction: A brief description of the role.
- Name*: Enter a name for this role
- Click Save to save this role.
- Notice that the split screen opens and a new tab appears, called Access List.
- Click on Access List. This is where you will specify what access the role will have within Admin.
- Click on the Add button.
- Select the items that the user will be able to see from this list (Notice there is more than one page). SEE TABLE BELOW.
- For Example, if I want to create a role for those auditors where they can only search and view expense reports, I would select the following:
- util - ExpenseSearch
- Click OK
- After the role is set up, you just need to assign it to the users that are going to be in that role.
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* Indicates a required field
Step 2: Assign a role
- Expand Organization by clicking on the plus sign.
- Click Employee
- Find the employee you want to belong to this new group.
- Make sure the box next to Admin Role is checked (on the employee tab). Note that the T&E Access does not have to say "Main Administrator" for this to work.
- Click Save
- Once the Admin Role box is checked, a new tab Admin Roles will be avaiable.
- Click on Admin Roles
- Check the box next to "Administrators" and then click Delete (this is a default role that gives users access to all of Admin so we don't need it selected for this particular user if we're limiting them)
- Click Add
- Select the role that you set up (in the example, it was called "Audit").
- Click OK
- The user is now set up with that role so they will only see the role selected when they access admin.
- For example, the "Audit" will only see Expense Search. They will not be able to validate, approve, delete, or any other actions that were selected.
Group = Main Menu Option (shown below)
Name = Sub Menu Option
| Group | Name | Description |
|---|---|---|
| audit | Notes | Provides access to the Audit Notes Setup |
| audit | Query | Provides access to the Audit Query Setup |
| budget | BudgetSetup | Provides access to the Budget Setup |
| budget | BudgetType | Provides access to the Budget Type Setup |
| DatabasicsService | Department | Provides access to the Department webservice |
| DatabasicsService | EmpCostRate | Provides access to the EmpCostRate webservice |
| DatabasicsService | Employee | Provides access to the Employee webservice |
| DatabasicsService | EmployeeBalance | Provides access to the Employee Balance webservice |
| DatabasicsService | Employee Type | Provides access to the Employee Type webservice |
| DatabasicsService | Function | Provides access to the Function webservice |
| DatabasicsService | HolidayTable | Provides access to the Holiday Table webservice |
| DatabasicsService | Location | Provides access to the Location webservice |
| DatabasicsService | Op Unit | Provides access to the Op Unit webservice |
| DatabasicsService | Piping | Provides access to the Piping webservice |
| DatabasicsService | TeGblWbsLevel2 | Provides access to the TeGblWbs Level 2 webservice |
| DatabasicsService | TeGblWbsLevel3 | Provides access to the TeGblWbs Level 3 webservice |
| DatabasicsService | TeGblWbsLevel4 | Provides access to the TeGblWbs Level 4 webservice |
| DatabasicsService | TeLevel1Type | Provides access to the Te Level 1 Type webservice |
| DatabasicsService | TeLevel2Type | Provides access to the Te Level 2 Type webservice |
| DatabasicsService | TeMainWbs | Provides access to the TeMainWbs webservice |
| DatabasicsService | TeVendor | Provides access to the Te Vendor webservice |
| DatabasicsService | TeWbsAssignment | Provides access to the TeWbs Assignment webservice |
| DatabasicsService | TeWbsLevel1 | Provides access to the TeWbs Level 1 webservice |
| DatabasicsService | TeWbsLevel2 | Provides access to the TeWbs Level 2 webservice |
| DatabasicsService | TeWbsLevel3 | Provides access to the TeWbs Level 3 webservice |
| DatabasicsService | TeWbsLevel4 | Provides access to the TeWbs Level 4 webservice |
| expense | AdditionalFields | Provides access to the Additional Field labels and Field groups |
| expense | ApprovalNotesTemplate | Provides access to the Expense Approval Notes Template |
| expense | Approval Sequence | Provides access to the Expense Approval Sequence |
| expense | CreditCardMapping | Provides access to the Credit Card Mapping in Expense |
| expense | Expense Code | Provides access to the Expense Code |
| expense | ExpenseGroup | Provides access to the Expense Group |
| expense | ExpensePolicySetup | Provides access to the Expense Policy Setup |
| expense | FolioSetup | Provides access to the Expense Folio (for Credit Card) |
| expense | Message Alert | Provides access to the Expense Message Alerts |
| expense | PaymentType | Provides access to the Expense Payment type option |
| expense | PerDiemRules | Provides access to the Expense Per Diem Rules |
| expense | Place | Provides access to the Expense Place setup |
| expense | ReportingType | Provides access to the Reporting Type setup |
| expense | SharedAddress | Provides access to the Shared Addresses list |
| expense | SharedAttendees | Provides access to the Shared Attendees list |
| expense | Taxes | Provides access to the Expense Tax Code and Tax Rate |
| expense | Validation Options | Provides access to the Expense Validation Options |
| expense | ViewAllPolicyDetail | Provides access to view all Policy Details |
| expense | ViewAllWBSPolicyDetail | Provides access to view all WBS Policy Details |
| expense | WBSPolicySetup | Provides access to the Expense WBS Policy Setup |
| job | EmailQueueSender | Provides access to the Email Queue SenderSender (Please contact support to make any updates) |
| job | Email Expense Alert | Provides access to scheduling Expense Email Alert |
| job | PrintProcessor | Provides access to Print ProcessorProcessor (Please contact support to make any updates) |
| job | Time Email Alert | Provides access to scheduling Time Email Alert |
| maintenance | ExportManager | Provides access to Export Manager (Please contact support to make any updates) |
| maintenance | ImportManager | Provides access to Import Manager (Please contact support to make any updates) |
| option | AdditionalFields | Provides access to Additional Fields |
| option | Announcement | Provides access to revise the Announcements |
| option | CompanyProfile | Provides access to the Company Profiel |
| option | ExpenseEmailSetup | Provides access to the Expense Email Setup |
| option | ExpensePushSetup | Provides access to the Expense Push Setup |
| option | System Labels | Provides access to the System Labels |
| option | SysMessage | Provides access to Sys Messages |
| option | T&E Flags | Provides access to the Time and Expense Flags |
| option | T&E Options | Provides access to the Time and Expense Options |
| option | TEPreference | Provides access to the Time and Expense Preferences |
| option | TimeEmailSetup | Provides access to the Time Email Setup |
| option | TimePushSetup | Provides access to the Time Push Setup |
| organization | ApprovalGroup | Provides access to the Approval Group option |
| organization | Currency | Provides access to the Currency setup |
| organization | Currency Rate | Provides access to a list of all Currency Rates |
| organization | Department | Provides access to the Department setup |
| organization | Department Approval | Provides access to the Department Approval |
| organization | Department.ViewAllApprover | Gives access to Report button to view Approval Structure Report |
| organization | DepartmentApproval.ViewAllApprover | Gives access to Report button to view Approval Structure Report |
| organization | DepartmentGroupApproval | Provides access to the Department Group Approval |
| organization | Employee | Provides access to all Employees |
| organization | Employee.ACH | Provides access to the Employee ACH Accounts on the employee record |
| organization | Employee.AdminRole.ReadOnly | Gives the right to 'Read Only' |
| organization | Employee.Approval | Provides access to the Employee Approval Flows on the employee record |
| organization | Employee.CommuteMiles | Provides access to the Employee Commute Miles on the employee record |
| organization | Employee.CostRate | Provides access to the Employee Cost Rate on the employee record |
| organization | Employee.CreditCard | Provides access to the Employee Credit Cards on the employee record |
| organization | Employee.ExpenseLimit | Provides access to the Employee Expense Limit on the employee record |
| organization | Employee.PaymentInfo | Provides access to the Employee Payment Info on the employee record |
| organization | Employee.ReplaceApprover | Provides access to the Replace Approver on the employee record |
| organization | Employee.TEAccess.ReadOnly | Gives access to limit employee time and expense and the right to 'Read Only' |
| organization | Employee.ViewAllApprover | Gives access to Report button to view All Approval Structure Report |
| organization | Employee Type | Provides access to the Employee Types setup |
| organization | Function | Provides access to the Function setup |
| organization | GlobalApproval | Provides access to the Group Approval option |
| organization | Location | Provides access to the Locations setup |
| organization | OperatingUnit | Provides access to the Operating Unit setup |
| organization | OperatingUnit.ViewAllApprover | Gives access to Report button to view All Approval Structure Report |
| organization | Proxy | Provides access to the Proxy setup |
| organization | Proxy.InsertAllEmployeeToGroup | Provides access to the Insert All Employee option |
| organization | Proxy.ViewAllProxyGroup | Gives access to Report button to view All Proxy Group Report |
| organization | ReportingType | Provides access to the Reporting Types setup |
| organization | SetManagerOutOfOffice | Provides access to Set a Manager in Out of Office |
| organization | Team Approval | Provides access to the Team Approval option |
| organization | TeamApproval.ViewAllApprover | Gives access to Report button to view All Approval Structure Report |
| organization | Vendor | Provides access to the Vendor setup |
| organization | Vendor.ACH | Provides access to the Vendor ACH Accounts on the vendor record |
| organization | Vendor.Assignment | Provides access to the Vendor Assignment on the vendor record |
| organization | Vendor.AssignPO | Provides access to the Vendor Assign PO numbers on the vendor record |
| pipe | Batch Type | Provides access to the Data Piping Batch Types |
| pipe | DataPipingAdvance | Provides access to the Data Piping options |
| profile | AllProfileTask | Provides access to the All Profile Tasks |
| profile | AllProfileTask.ReadOnly | Provides access to the All Profile Task and the right to 'Read Only' |
| profile | AssignProfileTask | Provides access to the Action Assign Profile Task |
| profile | ExtractTable | Provides access to the Extract TableTable (Please contact support to make any updates) |
| profile | ImportTable | Provides access to the Import TableTable (Please contact support to make any updates) |
| profile | MyProfileTask | Provides access to the My Profile Task setup |
| profile | MyProfileTask.ReadOnly | Provides access to the My Profile Task and the right to 'Read Only' |
| profile | ProfileType | Provides access to the Profile Type setup |
| profile | RemoteAgent | Provides access to the Remote AgentAgent (Please contact support to make any updates) |
| profile | RemoteAgentAction- | (Please contact support to make any updates) |
| schedule | AllJobSchedule | Provides access to the All Job Schedule |
| schedule | AllJobSchedule.ReadOnlyAccess | Provides access to the All Job Schedule and the right to 'Read Only' |
| schedule | JobInstanceQuery | Provides access to the Job Instance Query |
| schedule | MyJobSchedule | Provides access to My Job Schedule |
| security | DeviceAssignment | Provides access to Device Assingment (For Clock In Clock Out Shared Device) |
| security | DeviceManagement | Provides access to Device Management (For Clock In Clock Out Shared Device) |
| security | MyProfile- | Provides access to all the profiles you have access to in the application |
| security | Role Manager | Provides access to the Role Manager |
| security | Session Manager | Provides access to the Session Manager |
| security | System Audit | Provides access to the System Audit Security |
| security | T&E Access | Provides access to Time and Expense Security |
| time | ApprovalNotesTemplate | Provides access to the Time Approval Notes Template |
| time | ClockInout | Provides access to the Time Clock (for Clock In Clock Out) |
| time | FieldGroups | Provides access to Field Group (listedn under Additional Fields) |
| time | LeaveManagement | Provides access to Leave Managment |
| time | MessageAlert | Provides access to the Message Notes |
| time | NotePurpose | Provides access to the Notes Purpose setup |
| time | TimeApprovalSequence | Provides access to the Time Approval Sequence setup |
| time | Time Code | Provides access to the Time Code |
| time | Time Code Group | Provides access to the Time Code Group |
| time | TimePolicySetup | Provides access to the Time Policy Setup |
| time | TimesheetPeriodLock | Provides access to Timesheet Period Lock where you can lock down timesheet periods |
| time | Validation Options | Provides access to the Validation Options |
| time | ViewAllPolicyDetail | Provides access to view all Policy Details |
| util | Advance | Provides access to the Advance Expenses |
| util | CreditCardRoute | Provides access to the Credit Card Routing |
| util | CreditCardRoute.BusinessToPersonal | Provides access to the Credit Card Routing action Business to Personal Charge |
| util | CreditCardRoute.PersonalToBusiness | Provides access to the Credit Card Routing action Business to Personal Charge |
| util | CreditCardUtility | Provides access to the Credit Card Batch Utility |
| util | EmployeeAttendance | |
| util | ExpenseSearch | Provides access to the Expense Report Search |
| util | ExpenseSearch.ApprovalRouting | Provides access to the Action option to Approval Routing |
| util | ExpenseSearch.Approve | Provides access to the Change Status option to Approve |
| util | ExpenseSearch.Close | Provides access to the Change Status option to Close |
| util | ExpenseSearch.Delete | Provides access to the Action option to Delete Expense Report |
| util | ExpenseSearch.OnHold | Provides access to the Change Status option to On Hold |
| util | ExpenseSearch.Paid | Provides access to the Action option to Set Report to Fully Paid |
| util | ExpenseSearch.RefreshApprovalStructure | Provides access to the Action option to Refresh Approval Structure |
| util | ExpenseSearch.Reject | Provides access to the Change Status option to Reject |
| util | ExpenseSearch.Release | Provides access to the Change Status option to Release |
| util | ExpenseSearch.UnClose | Provides access to the Change Status option to Un-Close Closed Report |
| util | ExpenseSearch.UnOpen | Provides access to the Change Status option to Un-Open Opened Report |
| util | ExpenseSearch.UnPaid | Provides access to the Action option to Set Report to UnPaid |
| util | ExpenseSearch.Validate | Provides access to the Action option to Validate |
| util | MissingTimesheet | Provides access to view all Missing Timesheets |
| util | Prepaid | Provides access to the Prepaid Expenses |
| util | TimesheetSearch | Provides access to the Timesheet Search |
| util | TimesheetSearch.ApprovalRouting | Provides access to the Action option to Approval Routing |
| util | TimesheetSearch.Approve | Provides access to the Change Status option to Approve |
| util | TimesheetSearch.Close | Provides access to the Change Status option to Close |
| util | TimesheetSearch.Delete | Provides access to the Action option to Delete |
| util | TimesheetSearch.Email | Provides access to the Action option to Send Mail |
| util | TimesheetSearch.OnHold | Provides access to the Change Status option to On Hold |
| util | TimesheetSearch.RefreshApprovalStructure | Provides access to the Action option to Refresh Approval Structure |
| util | TimesheetSearch.Reject | Provides access to the Change Status option to Reject |
| util | TimesheetSearch.Release | Provides access to the Change Status option to Release |
| util | TimesheetSearch.UnClose | Provides access to the Change Status option to Un-Close Closed Timesheet |
| util | TimesheetSearch.UnOpen | Provides access to the Change Status option to Un-Open Opened Timesheet |
| util | TimesheetSearch.UpdateProfile | |
| util | TimesheetSearch.Validate | Provides access to the Action option to Validate |
| WBS | Assignment | Provides access to the WBS Assignments |
| WBS | GlobalLevel2 | Provides access to the WBS Global Level2 |
| WBS | GlobalLevel3 | Provides access to the WBS Global Level3 |
| WBS | GlobalLevel4 | Provides access to the WBS Global Level4 |
| WBS | GroupLevel1.ViewAllApprover | Gives access to the Level1 Report button to view All Approval Structure Reports |
| WBS | GroupLevel2.ViewAllApprover | Gives access to the Level2 Report button to view All Approval Structure Reports |
| WBS | Level1 | Provides access to the Level1 setup |
| WBS | Level1 Approval | Provides access to the Level1 Approval list |
| WBS | Level1.ViewAllApprover | Gives access to the Level1 Report button to view All Approval Structure Reports |
| WBS | Level1 Group Approval | Provides access to Level1 Group Approval list |
| WBS | Level1 Type | Provides access to Level1 Types |
| WBS | Level2 | Provides access to Level2 |
| WBS | Level2 Approval | Provides access to the Level2 Approval list |
| WBS | Level2.ViewAllApprover | Gives access to the Cost Category Report button to view All Approval Structure Reports |
| WBS | Level2 Group Approval | Provides access to the Level2 Group Approval list |
| WBS | Level2 Type | Provides access to the Level2 Types |
| WBS | Level3 | Provides access to the Level3 Setup |
| WBS | Level4 | Provides access to the Level4 setup |
| WBS | Main WBS | Provides access to the Main WBS |
| WBS | TimeBillCode | Provides access to the Billing Code |
| WBS | TimeBillRate | Provides access to the Billing Rate |
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