T&E Access
- DATABASICS, Inc.
- Salome Lagvilava
- Torbjorn Nilsen
- Young White (Deactivated)
Owned by DATABASICS, Inc.
T&E Access allows the administrator to control access to certain features for end users and approvers. These features include:
- Time and Expense: Approve & Reject from the List*: Allows an approver to select multiple expense reports or timesheets and mass approve them without requiring the report to be opened.
- Approval Routing: Allow an approver to route the timesheet or expense report to another approver. Only users set up as an approver can be routed to.
- Allow user to update their profile: Users can upload images and create their own profile
- Display user profile to manager and proxy: Allows managers and proxies to see a user's profile when accessing their report or timesheet
Allow users to set their own proxies: Users can select their own proxies.
Approve & Reject from List
Approve & Reject from List can only be used for reports that do not have any validation warnings. If a report contains a validation warning, the approver is required to access the report to review what the warning is.
T&E Access is also used to control Jasper Reporting Roles. There are 3 options:
- Administrator: Administrators are able to create, save and run reports. They can also manage the reports by restricting & assigning reports to certain users.
- User: Users can only run reports. They will only be able to see the reports that an Admin has not restricted from them.
- Disabled: Users with this option will not have access to the Jasper Reporting tool.
Set Up T&E Access Roles
- Go to Admin
- Expand Security
- Click on T&E Access
- Click on Add
- Enter a name for this role in the Name field.
- Select the Jasper Role.
- Click Save
- Notice that the split screen opens up and a new tab appears called Access List. Click on Access List.
- Click on Add (the one for Access List) SEE TABLE BELOW
- Select the items that the user will have access to.
- For Example, if you want to give approvers the ability to approve both timesheets and expense reports from the list, you would select:
- Expense Entry and Approval: Allow Approve and Reject from the List
- Time Entry and Approval: Allow Approve and Reject from the List.
- For Example, if you want to give approvers the ability to approve both timesheets and expense reports from the list, you would select:
- 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.
| Group | Access Rights | Description |
|---|---|---|
Expense Entry and Approval | Allow User to modify their Bank Account for ACH Processing (USA & CAN) | Allow User to modify their Bank Account for ACH Processing for US and Canada Only |
| Disable Approve and Reject by Line | Disable the option for the approvers to approve or reject individual lines (V8.3 and up) | |
| Allow Approval to Link Reports | Allow Approval to Link Reports | |
| Enable Approve and Reject from List-Desktop Only | Enables Approve and Reject from List view- for desktop only | |
| Disable Approve and Reject From List-Mobile Only | Disable Approve and Reject from the list view- for mobile only | |
| Disable Approver from modifying Expense Code | Disable Approver from modifying Expense Codes on Expense Reports | |
| Allow Approver to route expense report to other approvers | Allow Approver to route expense report to other approvers | |
| Allow Approval to set TAX/VAT not claimable | Allow Approval to set TAX/VAT not claimable | |
| Attendee Query against only Employees | Only allows user to select attendees from employees | |
| Attendee Query against only Shared Attendees | Only allows user to select attendees from shared attendees | |
| Allow user to access Audit Module | Allow user to access Audit Module | |
| Allow user to access Audit Module With no Pass of Fail Control | Allow user to access Audit Module With no Pass of Fail Control | |
| Enable Credit Card EXPRESS | Enable access to credit card transaction entry via Credit Card Express | |
| Disable Fax Cover Page on Submit | Disable the option to generate the fax bar code cover page for receipts upon submission of a report | |
| Allow Save & Exit as Draft once report is submitted/rejected - by Proxy | Enable the Save as a Draft and Exit button on the report even after a report has been submitted for approval or if the report has been rejected- for proxies only | |
| Allow Save & Exit as Draft once report is submitted/rejected - by Owner | Enable the Save as a Draft and Exit button on the report even after a report has been submitted for approval or if the report has been rejected- for the owner of the report | |
| Allow User to modify their Global Bank Account for ACH Processing | Enable the option under preferences for the user to be able to set up their global ACH account for payment processing | |
| Disable the ability to add a new address while in the report | Applies to customers using the Commuter Mileage calculation, by default the system will ask a user to confirm the home and work location at the initial login and update the address if applicable, this option disables this function. | |
| Hide Personal Option on the Credit Card Transaction List | Hide Personal Option on the Credit Card Transaction List | |
| Enable Move Charges for Approvers | Allows approvers to move charge(s) from one report to another | |
| Enable Move Charges for Proxies | Allows proxies to move charge(s) from one report to another | |
| Enable Move Charges for Users | Allows report owner to move charge(s) from one report to another | |
| Allow to add a new Vendor to the Vendor Payment Report | Allow to add a new Vendor to the Vendor Payment Report | |
| Offline-Ability to Enable Mobile Expense-Offline | Mobile Expense offline gives ability for user to save their receipts offline and then sync the receipts online once they have internet connection. | |
| Allow to modify WBS on report with a one WBS on cover page | Allow changing a WBS selection on the cover page when the report option is set to one WBS entry on the cover page and ability to distribute on the line | |
| Enable Employee to Download Personal Credit Card Transaction | Allow users to configure their personal credit card transaction import from their bank | |
| Allow Proxy to Link Reports | Allow Proxy to Link Reports | |
| Disable Proxy from modifying In Approval Process Report | Removes hyperlink from the report name so proxy cannot access report while in approval process | |
| Allow Proxy to set TAX/VAT not claimable | Allow Proxy to set TAX/VAT not claimable | |
| Allow Proxy to access Approved Report | Allow Proxy to access Approved Report | |
| Disable Proxy from modifying Expense Code | Disable Proxy from modifying Expense Codes on Expense Reports | |
| Disable Proxy from modifying Released Report | Removes hyperlink from the report name so proxy cannot access report while in released report | |
| Allow Proxy to route Expense Report to other Approvers | Allow Proxy to route Expense Report to additional Approvers | |
| Enable Receipt EXPRESS | Enables access to the Receipt Express entry method for the end users | |
| Allow Proxy to Replace TA with another TA is TA is required | Allows proxy users to update a travel authorization on an actual expense report if the TA is required for that report | |
| Allow owner to Link Reports | Allow owner to Link Reports | |
| Allow Owner to route Expense Report to other Approvers | Allow Owner to route Expense Report to additional Approvers | |
| Disable owner from modifying In Approval Process Report | Removes hyperlink from the report name so owner cannot access report while in approval process | |
| Allow Owner to access Approved Report | Allow Owner to access Approved Report | |
| Disable Owner from modifying Expense Code | Disable Owner from modifying Expense Codes on Expense Reports | |
| Disable owner from modifying Released Report | Removes hyperlink from the report name so owner cannot access report while in released report | |
| Allow Owner to set TAX/VAT not claimable | Allow Owner to set TAX/VAT not claimable. | |
| Only WBS Approval View | Applies to WBS approvers only and enables them to approve reports by project view | |
| Enable User to set their Expense Type Favorites | Allows users to set up their favorite expenses under preferences, or rename them. The favorite expenses will appear on top of the list | |
General | Enable DBee AI Access | Enables DBee AI assistant for users |
| Allow to set Manager's Subordinate Out of Office in user Preference for Time.. | Prevents approver from setting subordinate out of office
| |
| Allow users to enable Push Notification their mobile devices | Applies to mobile app only- if enabled it will allow users to see an option under preferences to enable/disable the push notifications. | |
| Disable Approvers to set themselves Out of Office | Prevents approver from setting themselves out of office | |
| Display User Profile to Manager and Proxy | Enables employee detail icon | |
| Allow users to their Commute miles/km | Allows users to Commute their Mileage through Commute Mileage in Options under the Tools tab | |
| Allow users to manage their Mobile Devices | Allows users to manage their Mobile Devices through My Devices in Options under the Tools tab | |
| Allow users to update their User Profiles | Allows users to update their User Profiles in Options under the Tools tab | |
| Allow users to set their own Proxies | Allows users to set their own Proxies in Options under the Tools tab | |
Time Entry and Approval | Disable Approve and Reject by Line | Disable the option to approve or reject a timesheet by line |
| Enable Approve and Reject from List-Desktop Only | Enables Approve and Reject from List view- on desktop only | |
| Disable Approve and Reject from List-Mobile Only | Disables approve and rejection from the list view on mobile only | |
| Allow Approver to access approved Timesheet | Allow Approver to access approved Timesheet | |
| Allow Approver to fully adjust posted Timesheet | Allow Approver to adjust posted Timesheet | |
| Allow Approver to partial adjust posted timesheets to add new rows/hours | Allow Approver to adjust a posted timesheet to add a new row and add hours. The approver will not be able to adjust rows or hours that have been posted. | |
| Allow Approver to route Timesheet to other approvers | Allows Approver to route Timesheet to other approvers | |
| Enable Time Clock in Replace Activity-User Ability to Modify Clock in Activity | Allows a user to change the WBS distribution while the time clock is running | |
| Enable Crew Timesheet Entry | Crew timesheets allow you to enter multiple users time for one particular day | |
| Disable PTO Request Option | This disables the Request button in the Time Off menu option. For setups with leave codes that are direct, this should be turned off as this function will not work. | |
| Allow Save & Exist as Draft once timesheet is submitted/rejected - By Proxy | Allows Proxy to save and exit as draft that has already been submitted or rejected. | |
| Allow Save & Exist as Draft once timesheet is submitted/rejected - By Owner | Allows Owner to save and exit as draft that has already been submitted or rejected. | |
| Enable Time In/Out Next Day on Last Day of the Period | Allows user to select clock out time for the next days on the last day of the timesheet. Next day time will be indicated with ">". | |
| Offline-Ability to Manually Add Offline Template items | Additional setup by DATABASICS is required. This functionality is for Time users with hourly input or time in/out input only. If the user is or has access to the Clock in/out functionality the offline options will automatically be disabled | |
| Offline-Ability to Enable Mobile Offline | Applies to mobile application only- allows a user to use the mobile app offline- dditionally, this functionality is for Time users with hourly input or time in/out input only. If the user is or has access to the Clock in/out functionality the offline options will automatically be disabled | |
| Disable Proxy from modifying In Approval Process Timesheet | Removes hyperlink from the report name so proxy cannot access Timesheet while in approval process | |
| Require the proxy to provide a Note on Save & Exit as Draft or Submit | If a timesheet is being modified by a proxy, if enabled, this option requires a note upon "Save As a Draft" or "Submit" action | |
| Allow Proxy to access approved Timesheet | Allow Proxy to access approved Timesheet | |
| Allow Proxy to fully adjust posted Timesheet | Allow Proxy to adjust posted Timesheet | |
| Allow Proxy to partial adjust posted timesheets to add new rows/hours only | Allow Proxy to adjust a posted timesheet to add a new row and add hours. The proxy will not be able to adjust rows or hours that have been posted. | |
| Disable Proxy from modifying Released Timesheet | Removes hyperlink from the report name so proxy cannot access Timesheet while in released Timesheet | |
| Allow Proxy to route Timesheet to other Approvers | Allow Proxy to route Timesheet to additional Approvers | |
| Enable Time Daily Hours Entry | For mobile app only, if enabled it will provide access to each day on the timesheet for easier entry.  | |
| Enable Time Clock In/Out - Enable full timesheet edit | User can clock in and clock out as well as have access to the timesheet. This option allows the timesheet owner to submit their timesheet | |
| Enable Time Clock In/Out Edit-Approver Ability to Modify Clock In/Out Only | This options allows an Approver to edit clock but not the WBS entries on a timesheet | |
| Enable Time Clock In/Out Edit- Approver Ability to Modify Clock In/Out and full access | This option allows an approver to modify WBS, total hours and the time clock in/out details on a timesheet | |
| Disable Time Clock In/Out-Disable Mobile Clock In/Out Only | Disables the time clock on the mobile app | |
| Enable Time Clock In/Out - Disable timesheet edit | Users can ONLY Clock In/Out. User can not access their timesheet or submit their timesheet | |
| Enable Time Clock In/Out - Enable PTO/Holiday row edit | User could edit the timesheet but not the rows that are not PTO and Holiday time. You could only add, delete and modify the hours for rows that are for PTO and Holiday. | |
| Enable Time Clock In/Out Edit-Proxy Ability to Modify Clock In/Out Only | This options allows a proxy user to edit clock but not the WBS entries on a timesheet | |
| Enable Time Clock In/Out Edit- Proxy Ability to Modify Clock In/Out and full access | This option allows a proxy user to modify WBS, total hours and the time clock in/out details on a timesheet | |
| Clock In/Out Override User Access - Ability to modify WBS on clocked rows and Modify Clock In/Out | This option does not work on its own, it must be enabled in combination with "Enable Time Clock In/Out - Enable full timesheet edit" or "Enable Time Clock In/Out - Enable PTO/Holiday row edit". It Overrides the restrictions or allowances provided by these options, and it allows an end user to update the WBS entries and modify the clock/in clock out details, without being able to modify the total hours directly. The total hours can only be updated by editing the clock in/out entries. | |
| Require the user to provide a Note on Save & Exit as Draft or Submit | Requires an end user to provide a note upon pressing the "Save as a Draft" or the "Submit" buttons | |
| Allow Owner to route Timesheet to other Approvers | Allow Owner to route Timesheet to additional Approvers | |
| Disable owner from modifying In Approval Process Timesheet | Removes hyperlink from the report name so owner cannot access Timesheet while in approval process | |
| Allow Owner to access approved Timesheet | Allow Owner to access approved Timesheet | |
| Allow Owner to fully adjust posted Timesheet | Allow Owner to adjust posted Timesheet | |
| Allow Owner to partial adjust posted Timesheet to add new rows/hours Only | Allow Owner to adjust a posted timesheet to add a new row and add hours. The owner will not be able to adjust rows or hours that have been posted. | |
| Disable owner from modifying Released Timesheet | Removes hyperlink from the report name so owner cannot access Timesheet while in released Timesheet | |
| Only WBS Approval View | Restricts approvers to only see lines they have been setup to approve on the WBS level vs viewing the entire timesheet. EXAMPLE: T&E Access - Only WBS Approval View (NOT ENABLED) Default Joe is an approver for a client NexGen (Level 1) and he is team approver (supervisor) for Salome: Joe will see all lines in the timesheets for Salome and for all the other users who have charged to NExGen.
T&E Access - Only WBS Approval View (ENABLED) Kathy is an approver for Project A (level1) and she is team approver (supervisor) for Ryan: Kathy will see all lines in the timesheets for Ryan ONLY. For all others, Kathy will only be able to see the hours charged to Project A through the "By Project" link shown below. He has the ability to toggle between the approval view by Employee or by WBS in this case Client. View by Employee
WBS View
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2024 DATABASICS, Inc