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Step 1: Create a role

  1. Go to Admin
  2. Expand Security
  3. Click on Role Manager
  4. Click on Add
  5. Enter a name for this role in the Name field (this is the only required field). For example, you could call it "Audit" for the auditors.
  6. Select an Operating UnitDepartment, or My Group if this role will be restricted to any of them.
  7. Click Save
  8. Notice that the split screen opens and a new tab appears, called Access List. Click on Access List.
  9. Click on Add (the one for Access List).
  10. 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
  11. Click OK
  12. After the role is set up, you just need to assign it to the users that are going to be in that role.
  • Employee.AdminRole.ReadOnly - Role allows user full admin access to Add, Modify and Delete, but restricts the ability to give or modify users 'Admin Role'.
  • Employee.TEAccess.ReadOnly - Role limits employee time and expense right to 'Read Only'.

Step 2: Assign a role

  1. Expand Organization
  2. Click on Employee
  3. Find the employee you want to belong to this new group.
  4. Make sure the box next to Admin Role is checked (on the employee tab). Note that the T&E Access doesnot have to say "Main Administrator" for this to work.
  5. Click Save.
  6. Once the Admin Role box is checked, two new tabs will appear on the split screen called "Admin Info" and "Admin Roles". Click on Admin Roles.
  7. 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)
  8. Click Add
  9. Select the role that you set up (in the example, it was called "Audit").
  10. Click OK.
  11. The user is now set up with that role so they will only see the role selected when they access admin. Again, 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.

 

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Location

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Step 1: Create a role

  1. Expand Security by clicking on the plus sign.
  2. Click Role Manager
  3. Click on the Add button.
  4. Fill in the following fields:
    1. Name*: Enter a name for this role
      1.  For example, you could call it "Audit" for the auditors.
    2. 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.
    3. 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.
    4. 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. 
      1. 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.
      2. My Reports/Timesheet - This only allows role user to view your own expense reports and timesheets.
      3. 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.
      4. My Team - This only allows role user to view expense reports and timesheets of those users that they approval for in the application.
    5. Read Only: If this box is checked, all access to Admin will be read only and will not allow editing of data. 
    6. Introduction: A brief description of the role.
  5. Click Save to save this role. 
  6. Notice that the split screen opens and a new tab appears, called Access List. 
  7. Click on Access List. This is where you will specify what access the role will have within Admin.
    1. Click on the Add button.
    2. Select the items that the user will be able to see from this list (Notice there is more than one page). SEE TABLE BELOW
    3. 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
  8. Click OK
  9. After the role is set up, you just need to assign it to the users that are going to be in that role.


Info
  • Employee.AdminRole.ReadOnly - Role allows user full admin access to Add, Modify and Delete, but restricts the ability to give or modify users 'Admin Role'.
  • Employee.TEAccess.ReadOnly - Role limits employee time and expense right to 'Read Only'.

* Indicates a required field

Step 2: Assign a role

  1. Expand Organization by clicking on the plus sign.
  2. Click Employee
  3. Find the employee you want assign to this new group.
  4. 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.
  5. Click Save
  6. Once the Admin Role box is checked, a new tab Admin Roles will be available.
  7. Click on Admin Roles
  8. 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)
  9. Click Add
  10. Select the role that you set up (in the example, it was called "Audit").
  11. Click OK
  12. The user is now set up with that role so they will only see the role selected when they access admin.
    1. 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)

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Name = Sub Menu Option

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GroupNameDescription
auditNotesProvides access to the Audit Notes Setup
auditQueryProvides access to the Audit Query Setup
budgetBudgetSetupProvides access to the Budget Setup
budgetBudgetTypeProvides access to the Budget Type Setup
Data PipingData Piping All Profile TaskProvides access to the All Profile Tasks
Data PipingData Piping All Profile Task Read OnlyProvides access to the All Profile Tasks but "Read Only"
Data PipingData Piping Assign Profile TaskProvides access to the Action Assign Profile Tasks owned by the user currently logged in the system. So if you created the specific profile job, you will also be able to assign it to the others. But you will not be able to assign the jobs you did not create
Data PipingData Piping Assign Profile Task No RestrictionProvides access to be able to assign any profile task without a restrictions, whether it was created by you or not.
Data PipingData Piping Batch TypeProvides access to the Data Piping Batch Types
Data PipingData Piping Extract TableProvides access to the Extract Table (Please contact support to make any updates)
Data PipingData Piping Import TableProvides access to the Import Table (Please contact support to make any updates)
Data PipingData Piping Import Transaction ExpenseProvides access to be able to import expense transactions
Data PipingData Piping Import Transaction TimeProvides access to be able to import timesheet transactions
Data PipingData Piping My Profile TaskProvides access to the My Profile Task
Data PipingData Piping My Profile Task Read OnlyProvides access to the My Profile Task with "Read Only" access
Data PipingData Piping Profile TypeProvides access to the Profile Type setup (Please contact support to make any updates)
Data PipingData Piping Remote Agent

Provides access to the Remote Agent (Please contact support to make any updates)

Data PipingData Piping Remote Agent Action(Please contact support to make any updates)
ExpenseExpense AdditionalFieldsProvides access to the Additional Field labels and Field groups
ExpenseExpense Approval Notes TemplateProvides access to the Expense Approval Notes Template
ExpenseExpense Approval SequenceProvides access to the Expense Approval Sequence
ExpenseExpense CodeProvides access to the Expense Code
ExpenseExpense Credit Card MappingProvides access to the Credit Card Mapping in Expense
ExpenseExpense GroupProvides access to the Expense Group
ExpenseExpense Policy SetupProvides access to the Expense Policy Setup
ExpenseExpense Folio SetupProvides access to the Expense Folio (for Credit Card)
ExpenseExpense Message AlertProvides access to the Expense Message Alerts
ExpenseExpense Payment TypeProvides access to the Expense Payment type option
ExpenseExpense Per Diem RulesProvides access to the Expense Per Diem Rules
ExpenseExpense PlaceProvides access to the Expense Place setup
ExpenseExpense Recurring Charge SetupProvides access to the Recurring Charge Setup
ExpenseExpense Reporting TypeProvides access to the Reporting Type setup
ExpenseExpense Shared AddressProvides access to the Shared Addresses list
ExpenseExpense Shared AttendeesProvides access to the Shared Attendees list
ExpenseExpense TaxesProvides access to the Expense Tax Code and Tax Rate
ExpenseExpense Validation OptionsProvides access to the Expense Validation Options
ExpenseExpense View All Policy DetailProvides access to view all Policy Details
ExpenseExpense View All WBS Policy DetailProvides access to view all WBS Policy Details
ExpenseExpense WBS Policy SetupProvides access to the Expense WBS Policy Setup
JobJob Email Queue SenderProvides access to the Email Queue Sender (Please contact support to make any updates)
JobJob Email Expense AlertProvides access to scheduling Expense Email Alert
JobJob Job Instance CleanupProvides access to Jon Instance cleanup option
JobJob Print ProcessorProvides access to Print Processor (Please contact support to make any updates)
Job ScheduleJob Schedule All Job ScheduleProvides access to All Jobs under Job Schedule
Job ScheduleJob Schedule All Job Schedule Read Only AccessProvides access to All Jobs under Job Schedule with 'Read Only' access
Job ScheduleJob Schedule Job Instance QueryProvides access to Job Instances screen
Job ScheduleJob Schedule My Job ScheduleProvides access to My Jobs under Job Schedule
JobJob Session CleanupProvides access to job session cleanup option
JobJob Time Email AlertProvides access to scheduling Time Email Alert
JobJob Xml FetcherInternal use by DATABASICS only
MaintenanceMaintenance Export ManagerProvides access to Export Manager (Please contact support to make any updates)
MaintenanceMaintenance Import ManagerProvides access to Import Manager (Please contact support to make any updates)
OptionsOptions Additional FieldsProvides access to Additional Fields
OptionsOptions AnnouncementProvides access to revise the Announcements
OptionsOptions Company ProfileProvides access to the Company Profiel
OptionsOptions Enable D BeeProvides access to be able to enable DBee (AI)
OptionsOptions Expense Email SetupProvides access to the Expense Email Setup
OptionsOptions Expense Push SetupProvides access to the Expense Push Setup
OptionsOptions External LinksProvides access to setup the external links
OptionsOptions Label ManagerProvides access to the System Labels
OptionsOptions Schedule Email SetupProvides access to schedule email setup
Options Options Shared Email SetupProvides access to shared email setup
OptionsOptions System MessageProvides access to Sys Messages
OptionsOptions TE OptionsProvides access to the Time and Expense Options
OptionsOptions TE PreferenceProvides access to the Time and Expense Preferences
OptionsOptions TE FlagsProvides access to the Time and Expense Flags
OptionsOptions Time Email SetupProvides access to the Time Email Setup
OptionsOptions Time Push SetupProvides access to the Time Push Setup
OrganizationOrganization Approval GroupProvides access to the Approval Group option
OrganizationOrganization Operating UnitProvides access to the Operating Unit Setup
OrganizationOrganization Operating Unit View All ApproverGives access to Report button to view Approval Structure Report
OrganizationOrganization CurrencyProvides access to the Currency setup
OrganizationOrganization Currency RateProvides access to a list of all Currency Rates
OrganizationOrganization DepartmentProvides access to the Department setup
OrganizationOrganization Department ApprovalProvides access to the Department Approval
OrganizationOrganization Department Approval View All ApproverGives access to Report button to view Approval Structure Report
OrganizationOrganization Department Group ApprovalProvides access to the Department Group Approval
Organization Organization Department View All ApproverGives access to Report button to view Approval Structure Report
OrganizationOrganization EmployeeProvides access to all Employees
OrganizationOrganization Employee .ACHProvides access to the Employee ACH Accounts on the employee record
Organization Organization Employee Accrual MethodProvides access to the leave accrual method setup screen on the employee record
OrganizationOrganization Employee Admin Role Read OnlyGives the right to 'Read Only' access to the admin setup
OrganizationOrganization Employee ApprovalProvides access to the Employee Approval Flows on the employee record
Organization Organization Employee Change Password Only Provides access to be able to change employee password only
OrganizationOrganization Employee Commute MilesProvides access to the Employee Commute Miles on the employee record
Organization Organization Employee Contact InfoProvides access to setup employee's contact info setup on an the employee record
OrganizationOrganization Employee Cost RateProvides access to the Employee Cost Rate on the employee record
OrganizationOrganization Employee Credit CardProvides access to the Employee Credit Cards on the employee record
Organization Organization Employee Enable Employee PreferenceProvides access to update employee preferences on the employee record
OrganizationOrganization Employee Expense LimitProvides access to the Employee Expense Limit on the employee record
Organization Organization Employee Global Bank SetupProvides access to setup bank details for global ACH processing on the employee record
Organization Organization Employee Leave BalanceProvides access to an employee leave balance screen on the employee record
Organization Organization Employee Leave BankProvides access to an employee leave bank on the employee record
Organization Organization Employee Link External Credit CardProvides access to setup external credit card to pull in the personal credit card transactions
OrganizationOrganization Employee Override SettingProvides access to Override Setting screen to override employee FTE or Location
Organization Organization Employee Pause AccrualProvides access to pause accrual screen on an employee record
OrganizationOrganization Employee Payment Info fieldProvides access to the Employee Payment Info on the employee record
OrganizationOrganization Employee Replace ApproverProvides access to the Replace Approver on the employee record
OrganizationOrganization Employee TE Access Read OnlyGives access to limit employee time and expense and the right to 'Read Only'
OrganizationOrganization Employee TypeProvides access to the Employee Types setup
OrganizationOrganization Employee View All ApproverGives access to Report button to view All Approval Structure Report
OrganizationOrganization Employee Work Schedule Provides access to the employee work schedule setup screen
OrganizationOrganization FunctionProvides access to the Function setup
OrganizationOrganization Global ApprovalProvides access to the Group Approval option
Organization

Organization Location

Provides access to the Locations setup
OrganizationOrganization ProxyProvides access to the Proxy setup
OrganizationOrganization Proxy Insert All Employee To GroupProvides access to the Insert All Employee option
OrganizationOrganization Proxy View All Proxy GroupGives access to Report button to view All Proxy Group Report
OrganizationOrganization Reporting TypeProvides access to the Reporting Types setup
OrganizationOrganization Set Manager Out Of OfficeProvides access to Set a Manager in Out of Office
OrganizationOrganization Team ApprovalProvides access to the Team Approval option
OrganizationOrganization Team Approval View All ApproverGives access to Report button to view All Approval Structure Report
OrganizationOrganization VendorProvides access to the Vendor setup
OrganizationOrganization Vendor ACHProvides access to the Vendor ACH Accounts on the vendor record
OrganizationOrganization Vendor Assign POProvides access to the Vendor Assign PO numbers on the vendor record
OrganizationOrganization Vendor AssignmentProvides access to the Vendor Assignment on the vendor record
Security Security API-Site UsersProvides access to the api set manager screen
SecuritySecurity Api Saved Favorite ManagerProvides access to the saved api queries manager screen
SecuritySecurity Device AssignmentProvides access to Device Assignment (For Clock In Clock Out Shared Device)
SecuritySecurity Device ManagementProvides access to Device Management (For Clock In Clock Out Shared Device)
SecuritySecurity My ProfileProvides access to all the profiles you have access to in the application
SecuritySecurity Role ManagerProvides access to the Role Manager
Security Security Role Manager Read Only LookupProvides read only access to the list of users assigned to a specific role under the Role Manager Setup
SecuritySecurity Session ManagerProvides access to the Session Manager
SecuritySecurity System AuditProvides access to the System Audit Security
SecuritySecurity TE AccessProvides access to Time and Expense Security
Security Security TE Access Read Only LookupProvides read only access to the list of users assigned to a specific TE Access Group under the T&E Access Setup
TimeTime Additional FieldsProvides access to the additional fields setup screen for timesheets
TimeTime Approval Notes TemplateProvides access to the Time Approval Notes Template
TimeTime Break ScheduleProvides access to the time break schedule setup screen
TimeTime Clock Editor Disable Clock In OnlyProvides access to Time Clock Editor screen, but the option for Clocking in a user is disabled
TimeTime Clock In outProvides access to the Time Clock section including the Time Clock Assignment link
TimeTime Clock In Out Editor OnlyProvides access to the Time Clock Editor link only (without the time clock assignment)
TimeTime Leave ManagementProvides access to Leave Management 
TimeTime Message AlertProvides access to the Message Notes
TimeTime Note PurposeProvides access to the Notes Purpose setup
TimeTime Overtime Computation Provide access to overtime computation rule setup screen
TimeTime Time Approval SequenceProvides access to the Time Approval Sequence setup
TimeTime Time CodeProvides access to the Time Code
TimeTime Time Code GroupProvides access to the Time Code Group
TimeTime Time Policy SetupProvides access to the Time Policy Setup
TimeTime Timesheet Period LockProvides access to Timesheet Period Lock where you can lock down timesheet periods
TimeTime Validation OptionsProvides access to the Validation Options
TimeTime View All Policy DetailProvides access to view all Policy Details
UtilitiesUtilities AdvanceProvides access to the Advance Expenses
UtilitiesUtilities Credit Card RouteProvides access to the Credit Card Routing
UtilitiesUtilities Credit Card Route Business To PersonalProvides access to the Credit Card Routing action Business to Personal Charge
UtilitiesUtilities Credit Card Route Personal To BusinessProvides access to the Credit Card Routing action Business to Personal Charge
UtilitiesUtilities Credit Card UtilityProvides access to the Credit Card Batch Utility
UtilitiesUtilities Crew TimesheetProvide access to the crew timesheet setup screen
UtilitiesUtilities Expense SearchProvides access to the Expense Report Search
UtilitiesUtilities Expense Search .Approval RoutingProvides access to the Action option to Approval Routing
UtilitiesUtilities Expense Search ApproveProvides access to the Change Status option to Approve
UtilitiesUtilities Expense Search CloseProvides access to the Change Status option to Close
UtilitiesUtilities Expense Search DeleteProvides access to the Action option to Delete Expense Report
UtilitiesUtilities Expense Search DraftProvides access to the Change Status option to Draft
UtilitiesUtilities Expense Search PaidProvides access to the Action option to Set Report to Fully Paid
UtilitiesUtilities Expense Search Refresh Approval StructureProvides access to the Action option to Refresh Approval Structure
UtilitiesUtilities Expense Search RejectProvides access to the Change Status option to Reject
UtilitiesUtilities Expense Search ReleaseProvides access to the Change Status option to Release
UtilitiesUtilities Expense Search Un-CloseProvides access to the Change Status option to Un-Close Closed Report
UtilitiesUtilities Expense Search Un-OpenProvides access to the Change Status option to Un-Open Opened Report
UtilitiesUtilities  Expense Search Un PaidProvides access to the Action option to Set Report to UnPaid
UtilitiesUtilities Expense Search ValidateProvides access to the Action option to Validate
UtilitiesUtilities Missing TimesheetProvides access to view all Missing Timesheets
UtilitiesUtilities  PrepaidProvides access to the Prepaid Expenses
UtilitiesUtilities Timesheet SearchProvides access to the Timesheet Search
UtilitiesUtilities Timesheet Search Approval RoutingProvides access to the Action option to Approval Routing
UtilitiesUtilities Timesheet Search ApproveProvides access to the Change Status option to Approve
UtilitiesUtilities Timesheet Search CloseProvides access to the Change Status option to Close
UtilitiesUtilities Timesheet Search DeleteProvides access to the Action option to Delete
UtilitiesUtilities Timesheet Search EmailProvides access to the Action option to Send Mail
UtilitiesUtilities Timesheet Search DraftProvides access to the Change Status option to Draft
UtilitiesUtilities Timesheet Search Refresh Approval StructureProvides access to the Action option to Refresh Approval Structure
UtilitiesUtilities Timesheet Search RejectProvides access to the Change Status option to Reject
UtilitiesUtilities Timesheet Search ReleaseProvides access to the Change Status option to Release
UtilitiesUtilities Timesheet Search Un CloseProvides access to the Change Status option to Un-Close Closed Timesheet
UtilitiesUtilities Timesheet Search Un OpenProvides access to the Change Status option to Un-Open Opened Timesheet
UtilitiesUtilities Timesheet Search ValidateProvides access to the Action option to Validate
UtilitiesUtilities Vendor SearchProvides access to the Vendor Search
UtilitiesUtilities Vendor Search Approval RoutingProvides access to the Action option to Approval Routing
UtilitiesUtilities Vendor Search ApproveProvides access to the Change Status option to Approve
UtilitiesUtilities Vendor Search CloseProvides access to the Change Status option to Close
UtilitiesUtilities Vendor Search DeleteProvides access to the Action option to Delete
UtilitiesUtilities Vendor Search PaidProvides access to the Action option to mark the report as paid
UtilitiesUtilities Vendor Search DraftProvides access to the Change Status option to Draft
UtilitiesUtilities Vendor Search Refresh Approval StructureProvides access to the Action option to Refresh Approval Structure
UtilitiesUtilities Vendor Search RejectProvides access to the Change Status option to Reject
UtilitiesUtilities Vendor Search ReleaseProvides access to the Change Status option to Release
UtilitiesUtilities Vendor Search Un CloseProvides access to the Change Status option to Un-Close Closed Timesheet
UtilitiesUtilities Vendor Search Un OpenProvides access to the Change Status option to Un-Open Opened Timesheet
UtilitiesUtilities Vendor search Un PaidProvides access to change paid status to un-paid
UtilitiesUtilities Vendor Search ValidateProvides access to the Action option to Validate
UtilitiesUtilities Work ScheduleProvides access to the work schedule lookup screen
WBSWBS AssignmentProvides access to the WBS Assignments
WBSWBS Level1Provides access to the Level1 setup
WBSWBS Level1 ApprovalProvides access to the Level1 Approval list
WBSWBS Level1 TypeProvides access to Level1 Types
WBSWBS Level1.View All ApproverGives access to the Level1 Report button to view All Approval Structure Reports
WBSWBS Global Level2Provides access to the WBS Global Level2
WBSWBS Global Level3Provides access to the WBS Global Level3
WBSWBS Global Level4Provides access to the WBS Global Level4
WBSWBS Group Level1 View All ApproverGives access to the Level1 Report button to view All Approval Structure Reports
WBS
GroupLevel2.ViewAllApprover
WBS Group Level2 View All ApproverGives access to the Level2 Report button to view All Approval Structure Reports
WBS
Level1
WBS Level 1 Group ApprovalProvides access to
the
Level1
setup
Group Approval list
WBS
Level1
WBS Level 2 Group ApprovalProvides access to the
Level1
Level2 Group Approval list
WBS
Level1.ViewAllApproverGives
WBS Main WBSProvides access to the
Level1 Report button to view All Approval Structure ReportsWBSLevel1 Group ApprovalProvides access to Level1 Group Approval listWBSLevel1 Type
Main WBS
WBSWBS Level2Provides access to
Level1 Types
Level2
WBSWBS Level2 ApprovalProvides access to the Level2 Approval list
WBSWBS Level2
Approval
TypeProvides access to the Level2
Approval list
Types
WBSWBS Level2.
ViewAllApprover
View All ApproverGives access to the Cost Category Report button to view All Approval Structure Reports
WBS
Level2 Group Approval
WBS Level3Provides access to the
Level2 Group Approval list
Level3 Setup
WBS
Level2 Type
WBS Level4Provides access to the
Level2 Types
Level4 setup
WBS
Level3
WBS Time Bill CodeProvides access to the
Level3 Setup
Billing Code
WBS
Level4
WBS Time Bill RateProvides access to the
Level4 setup
Billing Rate
WBS
Main
WBS Time Cost CodeProvides access to
the Main
Cost Code setup by WBS
WBS
TimeBillCode
WBS Time Cost RateProvides access to
the Billing CodeWBSTimeBillRateProvides access to the Billing Rate
Cost Rate setup by WBS
Work ScheduleWork Schedule Approval Sequence
Work ScheduleWork Schedule Office Location
Work ScheduleWork Schedule Schedule Policy Setup
Work ScheduleWork Schedule Shift Schedule
Work ScheduleWork Schedule Shift Sequence
Work ScheduleWork Schedule Validation Options