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:
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.
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.
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
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.

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

Expand Organization by clicking on the plus sign.
Click Employee
Find the employee you want assign 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 available.
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.
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)

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
Data Piping	Data Piping All Profile Task	Provides access to the All Profile Tasks
Data Piping	Data Piping All Profile Task Read Only	Provides access to the All Profile Tasks but "Read Only"
Data Piping	Data Piping Assign Profile Task	Provides 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 Piping	Data Piping Assign Profile Task No Restriction	Provides access to be able to assign any profile task without a restrictions, whether it was created by you or not.
Data Piping	Data Piping Batch Type	Provides access to the Data Piping Batch Types
Data Piping	Data Piping Extract Table	Provides access to the Extract Table (Please contact support to make any updates)
Data Piping	Data Piping Import Table	Provides access to the Import Table (Please contact support to make any updates)
Data Piping	Data Piping Import Transaction Expense	Provides access to be able to import expense transactions
Data Piping	Data Piping Import Transaction Time	Provides access to be able to import timesheet transactions
Data Piping	Data Piping My Profile Task	Provides access to the My Profile Task
Data Piping	Data Piping My Profile Task Read Only	Provides access to the My Profile Task with "Read Only" access
Data Piping	Data Piping Profile Type	Provides access to the Profile Type setup (Please contact support to make any updates)
Data Piping	Data Piping Remote Agent	Provides access to the Remote Agent (Please contact support to make any updates)
Data Piping	Data Piping Remote Agent Action	(Please contact support to make any updates)
Expense	Expense AdditionalFields	Provides access to the Additional Field labels and Field groups
Expense	Expense Approval Notes Template	Provides access to the Expense Approval Notes Template
Expense	Expense Approval Sequence	Provides access to the Expense Approval Sequence
Expense	Expense Code	Provides access to the Expense Code
Expense	Expense Credit Card Mapping	Provides access to the Credit Card Mapping in Expense
Expense	Expense Group	Provides access to the Expense Group
Expense	Expense Policy Setup	Provides access to the Expense Policy Setup
Expense	Expense Folio Setup	Provides access to the Expense Folio (for Credit Card)
Expense	Expense Message Alert	Provides access to the Expense Message Alerts
Expense	Expense Payment Type	Provides access to the Expense Payment type option
Expense	Expense Per Diem Rules	Provides access to the Expense Per Diem Rules
Expense	Expense Place	Provides access to the Expense Place setup
Expense	Expense Recurring Charge Setup	Provides access to the Recurring Charge Setup
Expense	Expense Reporting Type	Provides access to the Reporting Type setup
Expense	Expense Shared Address	Provides access to the Shared Addresses list
Expense	Expense Shared Attendees	Provides access to the Shared Attendees list
Expense	Expense Taxes	Provides access to the Expense Tax Code and Tax Rate
Expense	Expense Validation Options	Provides access to the Expense Validation Options
Expense	Expense View All Policy Detail	Provides access to view all Policy Details
Expense	Expense View All WBS Policy Detail	Provides access to view all WBS Policy Details
Expense	Expense WBS Policy Setup	Provides access to the Expense WBS Policy Setup
Job	Job Email Queue Sender	Provides access to the Email Queue Sender (Please contact support to make any updates)
Job	Job Email Expense Alert	Provides access to scheduling Expense Email Alert
Job	Job Job Instance Cleanup	Provides access to Jon Instance cleanup option
Job	Job Print Processor	Provides access to Print Processor (Please contact support to make any updates)
Job Schedule	Job Schedule All Job Schedule	Provides access to All Jobs under Job Schedule
Job Schedule	Job Schedule All Job Schedule Read Only Access	Provides access to All Jobs under Job Schedule with 'Read Only' access
Job Schedule	Job Schedule Job Instance Query	Provides access to Job Instances screen
Job Schedule	Job Schedule My Job Schedule	Provides access to My Jobs under Job Schedule
Job	Job Session Cleanup	Provides access to job session cleanup option
Job	Job Time Email Alert	Provides access to scheduling Time Email Alert
Job	Job Xml Fetcher	Internal use by DATABASICS only
Maintenance	Maintenance Export Manager	Provides access to Export Manager (Please contact support to make any updates)
Maintenance	Maintenance Import Manager	Provides access to Import Manager (Please contact support to make any updates)
Options	Options Additional Fields	Provides access to Additional Fields
Options	Options Announcement	Provides access to revise the Announcements
Options	Options Company Profile	Provides access to the Company Profiel
Options	Options Enable D Bee	Provides access to be able to enable DBee (AI)
Options	Options Expense Email Setup	Provides access to the Expense Email Setup
Options	Options Expense Push Setup	Provides access to the Expense Push Setup
Options	Options External Links	Provides access to setup the external links
Options	Options Label Manager	Provides access to the System Labels
Options	Options Schedule Email Setup	Provides access to schedule email setup
Options	Options Shared Email Setup	Provides access to shared email setup
Options	Options System Message	Provides access to Sys Messages
Options	Options TE Options	Provides access to the Time and Expense Options
Options	Options TE Preference	Provides access to the Time and Expense Preferences
Options	Options TE Flags	Provides access to the Time and Expense Flags
Options	Options Time Email Setup	Provides access to the Time Email Setup
Options	Options Time Push Setup	Provides access to the Time Push Setup
Organization	Organization Approval Group	Provides access to the Approval Group option
Organization	Organization Operating Unit	Provides access to the Operating Unit Setup
Organization	Organization Operating Unit View All Approver	Gives access to Report button to view Approval Structure Report
Organization	Organization Currency	Provides access to the Currency setup
Organization	Organization Currency Rate	Provides access to a list of all Currency Rates
Organization	Organization Department	Provides access to the Department setup
Organization	Organization Department Approval	Provides access to the Department Approval
Organization	Organization Department Approval View All Approver	Gives access to Report button to view Approval Structure Report
Organization	Organization Department Group Approval	Provides access to the Department Group Approval
Organization	Organization Department View All Approver	Gives access to Report button to view Approval Structure Report
Organization	Organization Employee	Provides access to all Employees
Organization	Organization Employee .ACH	Provides access to the Employee ACH Accounts on the employee record
Organization	Organization Employee Accrual Method	Provides access to the leave accrual method setup screen on the employee record
Organization	Organization Employee Admin Role Read Only	Gives the right to 'Read Only' access to the admin setup
Organization	Organization Employee Approval	Provides 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
Organization	Organization Employee Commute Miles	Provides access to the Employee Commute Miles on the employee record
Organization	Organization Employee Contact Info	Provides access to setup employee's contact info setup on an the employee record
Organization	Organization Employee Cost Rate	Provides access to the Employee Cost Rate on the employee record
Organization	Organization Employee Credit Card	Provides access to the Employee Credit Cards on the employee record
Organization	Organization Employee Enable Employee Preference	Provides access to update employee preferences on the employee record
Organization	Organization Employee Expense Limit	Provides access to the Employee Expense Limit on the employee record
Organization	Organization Employee Global Bank Setup	Provides access to setup bank details for global ACH processing on the employee record
Organization	Organization Employee Leave Balance	Provides access to an employee leave balance screen on the employee record
Organization	Organization Employee Leave Bank	Provides access to an employee leave bank on the employee record
Organization	Organization Employee Link External Credit Card	Provides access to setup external credit card to pull in the personal credit card transactions
Organization	Organization Employee Override Setting	Provides access to Override Setting screen to override employee FTE or Location
Organization	Organization Employee Pause Accrual	Provides access to pause accrual screen on an employee record
Organization	Organization Employee Payment Info field	Provides access to the Employee Payment Info on the employee record
Organization	Organization Employee Replace Approver	Provides access to the Replace Approver on the employee record
Organization	Organization Employee TE Access Read Only	Gives access to limit employee time and expense and the right to 'Read Only'
Organization	Organization Employee Type	Provides access to the Employee Types setup
Organization	Organization Employee View All Approver	Gives access to Report button to view All Approval Structure Report
Organization	Organization Employee Work Schedule	Provides access to the employee work schedule setup screen
Organization	Organization Function	Provides access to the Function setup
Organization	Organization Global Approval	Provides access to the Group Approval option
Organization	Organization Location	Provides access to the Locations setup
Organization	Organization Proxy	Provides access to the Proxy setup
Organization	Organization Proxy Insert All Employee To Group	Provides access to the Insert All Employee option
Organization	Organization Proxy View All Proxy Group	Gives access to Report button to view All Proxy Group Report
Organization	Organization Reporting Type	Provides access to the Reporting Types setup
Organization	Organization Set Manager Out Of Office	Provides access to Set a Manager in Out of Office
Organization	Organization Team Approval	Provides access to the Team Approval option
Organization	Organization Team Approval View All Approver	Gives access to Report button to view All Approval Structure Report
Organization	Organization Vendor	Provides access to the Vendor setup
Organization	Organization Vendor ACH	Provides access to the Vendor ACH Accounts on the vendor record
Organization	Organization Vendor Assign PO	Provides access to the Vendor Assign PO numbers on the vendor record
Organization	Organization Vendor Assignment	Provides access to the Vendor Assignment on the vendor record
Security	Security API-Site Users	Provides access to the api set manager screen
Security	Security Api Saved Favorite Manager	Provides access to the saved api queries manager screen
Security	Security Device Assignment	Provides access to Device Assignment (For Clock In Clock Out Shared Device)
Security	Security Device Management	Provides access to Device Management (For Clock In Clock Out Shared Device)
Security	Security My Profile	Provides access to all the profiles you have access to in the application
Security	Security Role Manager	Provides access to the Role Manager
Security	Security Role Manager Read Only Lookup	Provides read only access to the list of users assigned to a specific role under the Role Manager Setup
Security	Security Session Manager	Provides access to the Session Manager
Security	Security System Audit	Provides access to the System Audit Security
Security	Security TE Access	Provides access to Time and Expense Security
Security	Security TE Access Read Only Lookup	Provides read only access to the list of users assigned to a specific TE Access Group under the T&E Access Setup
Time	Time Additional Fields	Provides access to the additional fields setup screen for timesheets
Time	Time Approval Notes Template	Provides access to the Time Approval Notes Template
Time	Time Break Schedule	Provides access to the time break schedule setup screen
Time	Time Clock Editor Disable Clock In Only	Provides access to Time Clock Editor screen, but the option for Clocking in a user is disabled
Time	Time Clock In out	Provides access to the Time Clock section including the Time Clock Assignment link
Time	Time Clock In Out Editor Only	Provides access to the Time Clock Editor link only (without the time clock assignment)
Time	Time Leave Management	Provides access to Leave Management
Time	Time Message Alert	Provides access to the Message Notes
Time	Time Note Purpose	Provides access to the Notes Purpose setup
Time	Time Overtime Computation	Provide access to overtime computation rule setup screen
Time	Time Time Approval Sequence	Provides access to the Time Approval Sequence setup
Time	Time Time Code	Provides access to the Time Code
Time	Time Time Code Group	Provides access to the Time Code Group
Time	Time Time Policy Setup	Provides access to the Time Policy Setup
Time	Time Timesheet Period Lock	Provides access to Timesheet Period Lock where you can lock down timesheet periods
Time	Time Validation Options	Provides access to the Validation Options
Time	Time View All Policy Detail	Provides access to view all Policy Details
Utilities	Utilities Advance	Provides access to the Advance Expenses
Utilities	Utilities Credit Card Route	Provides access to the Credit Card Routing
Utilities	Utilities Credit Card Route Business To Personal	Provides access to the Credit Card Routing action Business to Personal Charge
Utilities	Utilities Credit Card Route Personal To Business	Provides access to the Credit Card Routing action Business to Personal Charge
Utilities	Utilities Credit Card Utility	Provides access to the Credit Card Batch Utility
Utilities	Utilities Crew Timesheet	Provide access to the crew timesheet setup screen
Utilities	Utilities Expense Search	Provides access to the Expense Report Search
Utilities	Utilities Expense Search .Approval Routing	Provides access to the Action option to Approval Routing
Utilities	Utilities Expense Search Approve	Provides access to the Change Status option to Approve
Utilities	Utilities Expense Search Close	Provides access to the Change Status option to Close
Utilities	Utilities Expense Search Delete	Provides access to the Action option to Delete Expense Report
Utilities	Utilities Expense Search Draft	Provides access to the Change Status option to Draft
Utilities	Utilities Expense Search Paid	Provides access to the Action option to Set Report to Fully Paid
Utilities	Utilities Expense Search Refresh Approval Structure	Provides access to the Action option to Refresh Approval Structure
Utilities	Utilities Expense Search Reject	Provides access to the Change Status option to Reject
Utilities	Utilities Expense Search Release	Provides access to the Change Status option to Release
Utilities	Utilities Expense Search Un-Close	Provides access to the Change Status option to Un-Close Closed Report
Utilities	Utilities Expense Search Un-Open	Provides access to the Change Status option to Un-Open Opened Report
Utilities	Utilities Expense Search Un Paid	Provides access to the Action option to Set Report to UnPaid
Utilities	Utilities Expense Search Validate	Provides access to the Action option to Validate
Utilities	Utilities Missing Timesheet	Provides access to view all Missing Timesheets
Utilities	Utilities Prepaid	Provides access to the Prepaid Expenses
Utilities	Utilities Timesheet Search	Provides access to the Timesheet Search
Utilities	Utilities Timesheet Search Approval Routing	Provides access to the Action option to Approval Routing
Utilities	Utilities Timesheet Search Approve	Provides access to the Change Status option to Approve
Utilities	Utilities Timesheet Search Close	Provides access to the Change Status option to Close
Utilities	Utilities Timesheet Search Delete	Provides access to the Action option to Delete
Utilities	Utilities Timesheet Search Email	Provides access to the Action option to Send Mail
Utilities	Utilities Timesheet Search Draft	Provides access to the Change Status option to Draft
Utilities	Utilities Timesheet Search Refresh Approval Structure	Provides access to the Action option to Refresh Approval Structure
Utilities	Utilities Timesheet Search Reject	Provides access to the Change Status option to Reject
Utilities	Utilities Timesheet Search Release	Provides access to the Change Status option to Release
Utilities	Utilities Timesheet Search Un Close	Provides access to the Change Status option to Un-Close Closed Timesheet
Utilities	Utilities Timesheet Search Un Open	Provides access to the Change Status option to Un-Open Opened Timesheet
Utilities	Utilities Timesheet Search Validate	Provides access to the Action option to Validate
Utilities	Utilities Vendor Search	Provides access to the Vendor Search
Utilities	Utilities Vendor Search Approval Routing	Provides access to the Action option to Approval Routing
Utilities	Utilities Vendor Search Approve	Provides access to the Change Status option to Approve
Utilities	Utilities Vendor Search Close	Provides access to the Change Status option to Close
Utilities	Utilities Vendor Search Delete	Provides access to the Action option to Delete
Utilities	Utilities Vendor Search Paid	Provides access to the Action option to mark the report as paid
Utilities	Utilities Vendor Search Draft	Provides access to the Change Status option to Draft
Utilities	Utilities Vendor Search Refresh Approval Structure	Provides access to the Action option to Refresh Approval Structure
Utilities	Utilities Vendor Search Reject	Provides access to the Change Status option to Reject
Utilities	Utilities Vendor Search Release	Provides access to the Change Status option to Release
Utilities	Utilities Vendor Search Un Close	Provides access to the Change Status option to Un-Close Closed Timesheet
Utilities	Utilities Vendor Search Un Open	Provides access to the Change Status option to Un-Open Opened Timesheet
Utilities	Utilities Vendor search Un Paid	Provides access to change paid status to un-paid
Utilities	Utilities Vendor Search Validate	Provides access to the Action option to Validate
Utilities	Utilities Work Schedule	Provides access to the work schedule lookup screen
WBS	WBS Assignment	Provides access to the WBS Assignments
WBS	WBS Level1	Provides access to the Level1 setup
WBS	WBS Level1 Approval	Provides access to the Level1 Approval list
WBS	WBS Level1 Type	Provides access to Level1 Types
WBS	WBS Level1.View All Approver	Gives access to the Level1 Report button to view All Approval Structure Reports
WBS	WBS Global Level2	Provides access to the WBS Global Level2
WBS	WBS Global Level3	Provides access to the WBS Global Level3
WBS	WBS Global Level4	Provides access to the WBS Global Level4
WBS	WBS Group Level1 View All Approver	Gives access to the Level1 Report button to view All Approval Structure Reports
WBS	WBS Group Level2 View All Approver	Gives access to the Level2 Report button to view All Approval Structure Reports
WBS	WBS Level 1 Group Approval	Provides access to Level1 Group Approval list
WBS	WBS Level 2 Group Approval	Provides access to the Level2 Group Approval list
WBS	WBS Main WBS	Provides access to the Main WBS
WBS	WBS Level2	Provides access to Level2
WBS	WBS Level2 Approval	Provides access to the Level2 Approval list
WBS	WBS Level2 Type	Provides access to the Level2 Types
WBS	WBS Level2. View All Approver	Gives access to the Cost Category Report button to view All Approval Structure Reports
WBS	WBS Level3	Provides access to the Level3 Setup
WBS	WBS Level4	Provides access to the Level4 setup
WBS	WBS Time Bill Code	Provides access to the Billing Code
WBS	WBS Time Bill Rate	Provides access to the Billing Rate
WBS	WBS Time Cost Code	Provides access to Cost Code setup by WBS
WBS	WBS Time Cost Rate	Provides access to Cost Rate setup by WBS
Work Schedule	Work Schedule Approval Sequence
Work Schedule	Work Schedule Office Location
Work Schedule	Work Schedule Schedule Policy Setup
Work Schedule	Work Schedule Shift Schedule
Work Schedule	Work Schedule Shift Sequence
Work Schedule	Work Schedule Validation Options

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