Restricting Data Visibility

Unanet has a number of features that can be used in conjunction to limit which people and projects users will have access to (depending on their roles).

Topics covered on this help page include:

Visibility and People Data
Visibility and Project Data
Examples / Scenarios
Importing your Configuration

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Visibility and People Data

Users having one of the following roles will have access to the People Reports:

Administrators -- Users having this role will not have their visibility limited, that is, they will be able to view all user's time, expense and planning details on any People reports and further, these users can update the Person Profile for any users.
HR Administrators -- Users having this role can optionally have their visibility limited to those users belonging to specified Person Organizations as defined on the Organization Access screens on their Person Profile. Similarly, their ability to edit a users person profile can be limited by this same organization access restriction. Options available on the Organization Access screen include granting access to users in All, None or Selected person organizations.
Managers -- Users having the Manager role will have visibility for all those users defined as a Submitter to any Approval Group for which the Manager is defined as an Approver. Additionally, Managers can optionally have their visibility limited to those users belonging to specified Person Organizations as defined on the Organization Access screens on their Person Profile. Options available on the Organization Access screen include granting visibility to users in All, None or Selected person organizations.

Note that Managers will have approval authority and potentially edit capabilities for time and expenses submitted by those users in their Approval Groups and additionally will have reporting visibility for those users for which they have access via the Organization Access privileges .
Viewers -- Users having this role will have read-only reporting visibility limited to those users belonging to specified Person Organizations as defined on the Organization Access screens on their Person Profile. Options available on the Organization Access screen include granting visibility to users in All, None or Selected person organizations.

Users having the Resource Planner and Resource Assigner roles will have access to the Resource Reports:

Resource Planner & Resource Assigner -- Users having these roles will have reporting and assignment/plan capabilities limited to those users belonging to specified Person Organizations as defined on the Organization Access screens on their Person Profile. Options available on the Organization Access screen include granting visibility to users in All, None or Selected person organizations.

Note that Resource Planners and Assigners may also have their access to Projects similarly limited by an Organization Access restrictions as well as project by project access restrictions, though all Resource reporting is from a 'people' perspective.

Visibility and Project Data

Users having one of the following project related roles will have access to the Project Reports:

Project Managers
Project Approvers
Project Viewers

For each of the roles above, these users will have visibility limited to those projects belonging to specified Project and Owning Organizations as defined on the Organization Access screens on their Person Profile. Options available on the Organization Access screen include granting visibility to projects in All, None or Selected project and owning organizations.

In conjunction with the Organization Access settings, each project can be defined to optionally allow the users having the individual roles above access to that project so long as they have Organization Access for the Project and Owning Organizations to which that project belongs. If such global access is not desired, individual projects can be configured to prevent access by those having organizational access and instead only those users specifically identified on the Project Administrators tabs will have access to that project.

Further, users having one of the following reports will have access to the reports related to Billing, Invoicing and Journal Entries (within the Project Reports section):

- Billing Managers
- Billing Viewers

Note that these users can also have their visibility restricted by both Project and Owning Organizations as defined on the Organization Access screen.

Users having any of the Resource Planner, Resource Assigner and Resource Requestor roles will have access to the Resource Reports:

Resource Planners & Assigners -- Users having these roles will have assignment/plan capabilities limited to those projects belonging to specified Project and Owning Organizations as defined on the Organization Access screens on their Person Profile. Options available on the Organization Access screen include granting visibility to users in All, None or Selected project organizations.

Note that Resource Planners and Assigners may also have their access to users similarly limited by an Organization Access restrictions as well as project by project access restrictions, though all Resource reporting is from a 'people' perspective.

In conjunction with the Organization Access settings, each project can be defined to optionally allow the users having the Resource Planner and Assigner roles access to that project so long as they have Organization Access for the Project Organization to which that project belongs. If such global access is not desired, individual projects can be configured to prevent access by those having organizational access and instead only those users specifically identified on the Project Administrators tabs will have access to that project.

Note regarding Organizational Hierarchy: When associating a user with an organization via the Organization Access screens, the user will have visibility into that organizations data as well as all of its children's organizations (if you have define parent organization relationships).

Note regarding Alternates: In addition to the various mechanisms described above, users may also assume people and project visibility through the Alternate capability, that is, when User A is assigned as an alternate for User B, User B can see their own People and Project in addition to User A's people and projects.

Note regarding Resource Planners and Assigners and project level alternates. If a Resource Planner or Assigner is defined as a project level alternate, this does not provide that user with additional 'people' visibility (only additional project visibility).

Note that a users ability to view and manipulate bill or cost related fields is governed by each users Cost Rate and Bill Rate Manager role assignments in conjunction with the Allow Bill Rate Edit (unasource.allow_bill_rate_edit) and Allow Cost Rate Edit (unasource.allow_cost_rate_edit) properties.

Examples / Scenarios

Depending on the objectives of your organization, you may choose to follow one of the following options when configuring people and project visibility.

- Project Setup -- you may choose to check the various Project Administrator Access options on the Project Profile >> Access Tab which will grant all users (having the Project Manager, Resource Planner, Resource Assigner, Resource Requestor or Project Viewer role) access to your projects. These Access tab check boxes are checked by default.

Large / Restrictive Organization -- If your organization would prefer to limit visibility to people and projects:
- People Setup -- you may choose to configure your users with the NONE option when defining their various Organization Access privileges. In this case, Managers, for example, would only have visibility into those users belonging to one of their approval groups.

- Project Setup -- you may choose to un-check the various Project Administrator Access options on the Project Profile >> Access Tab which will grant those users (having the Project Manager, Resource Planner, Resource Assigner, Resource Requestor or Project Viewer role) access to your projects. You would then need to explicitly define the Resource Planners, Resource Assigners, Resource Requestors and Project Viewers that you would like to provide visibility on a project by project basis.

Somewhere In Between -- If your goals are somewhere in between these two extremes, you may use a combination approach. Suppose you are generally a restrictive organization, but want to provide global visibility into reporting for your executive users only. You could pursue a course similar to the restrictive option described above, but then define your executives to have the ALL Organization Access Person Profile option and check only the Allow all Project Viewers option on your Project Profile >> Access tab settings. If your executives were the only users having the Project Viewer role, they would then have read only access to all of the projects when running Project Reports.

This feature can be configured in a variety of combinations to meet many needs by user role and by project.

Importing your Configuration

To further support the configuration of the people and project access, the following imports can be used: