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Roles and permissions – overall overview

Epicflow’s users can have different permissions in the system. By default next three roles are defined from the start: Administrator, User, and Project Manager. Nevertheless, such set of roles can be extended or changed on the ground of functions and responsibilities distinguish. 


Overall overview

Administrator is allowed to use all the functionality in the system, add and define other roles. For more information, please check the detailed Roles section.

User is a team member or employee checked up in Epicflow. By default, User only has access to the system’s functionality that he or she needs in order to complete the tasks and stay focused, but it can be changed by the Administrator per request. Check in detail what User is allowed to do.

Project Manager is permitted to see all the information and perform actions related to resource, capacity, and availability management. See what Project Manager is allowed to do in the Roles section of the knowledgebase.  

  • To go to the ADMIN page you need to select menu item Admin.

Epicflow’s users can have different permissions in the system. Based on the functions you’d like a specific user to carry out, we distinguish three main roles that can be found in the Admin panel:

Screen #1 – Admin page

The main screen of this page contains enumeration of basic roles and permissions that was determined for users.

  • To edit permissions for any created role, hover mouse cursor over the role’s name and use the pop-up element Edit.

Then press Save Changes element to apply changes. You will be able to see implemented changes instantly.

  • To create a New role – use Add New Role element located at the top right corner.

After that, a pop-up menu will appear with a choice of the role’s name and a full list of the permissions for it. There is also an element Check All that can be used to give full list of rights to this user, and to cancel all received permissions by pressing it again.

When you finish checking permission “boxes”, press Create element to apply changes.

You will be able to see implemented changes instantly.

Screen #2 – New Role specification

List of Permissions

that can be attached to any role:

  • Change Group – User is allowed to map external resources, create, rename, delete and merge Group
  • Change/Add/Delete Roles – User is allowed to add/remove/modify roles for other users and himself
  • Manage Availability – User is allowed to add, delete, invite users, modify capacity and availability for other users and himself.
  • View Company Resources – User is allowed to work on resource management page
  • View External DataSources – User is allowed to see and add data sources
  • Change/Add/Delete all Resource assignments – User is allowed to assign any user of any group to a task
  • Change/Add/Delete Resource assignments for your groups – User is allowed to add, delete re-assign only user from groups the user is part of
  • Change/Add/Delete own Resource assignments – User is allowed to assign unassigned tasks or task assigned to anyone to himself.

Also, unassignment of own tasks is allowed

  • Change Group assignments for all groups – User is allowed to edit group assignments for all groups
  • Change Group assignments for your groups – User is allowed to edit group assignments only for groups the user is part of
  • View resource financial information – User is allowed to view resource financial information
  • Change resource financial information – User is allowed to edit resource financial information
  • User is allowed to view and manage other users info
  • Invite Users – User is allowed to send invitation to other users
  • Manage User Settings – User is allowed to define settings for other users
  • View Dashboard – User is allowed to view Dashboard page
  • Use What-If Analysis – User is allowed to use what-If analysis
  • Use What-If Simulation – User is allowed to make simulation
  • View Pipeline – User is allowed to view Pipeline page
  • User is allowed to see Future Load for full company
  • Create project – User is allowed to create new projects
  • User is allowed to manage pipeline leveling
  • View graphslimits information displayed at Graph page by next options
    • Only own – User is allowed to view only own graphs
    • My groups – User is allowed to view his groups graphs
    • All groups – User is allowed to view all groups graphs
  • Export reports – limits types of reports available for download by user ny next options
    • None – User is not allowed to download reports (except own Timesheet)
    • Basic – User is allowed to download only basic reports
    • Advanced – User is allowed to download basic and advanced reports
  • View Tasks – User is allowed to view his group tasks and edit remaining/spent work with selection one of the next option
    • No access – User is not allowed to view the tasks
    • Only own – User is allowed to view only his own tasks
    • My group – User is allowed to view his group tasks
    • All tasks – User is allowed to view all tasks
  • Change Spent, Remaining, Total hours limits access to a group of tasks for which user is allowed to change working hours  
    • No access – User is not allowed to change working hours
    • Only own – User is allowed to change only his own working hours
    • My group – User is allowed to change his group working hours
    • All tasks – User is allowed to change any working hours
  • Manage tasks – User is allowed to manage only his own tasks and edit remaining/spent work with selection one of the next option
    • No access – User is not allowed to manage the tasks
    • Only own – User is allowed to manage only his own tasks
    • My group – User is allowed to manage his group tasks
    • All tasks – User is allowed to manage all tasks
  • Only View Projects – User is allowed to view selected projects with specification one of the next option:
    • All imported Projects (including forthcoming)
    • With sub-string in name
    • Without sub-string in name
    • Customized list
  • View and manage projects – User is allowed to mange selected projects with specification one of the next option:
    • All imported Projects (including forthcoming)
    • With sub-string in name
    • Without sub-string in name
    • Customized list

Note that if you grant user permission to manage project or task or any other component of the system, view permission for the defined scope will be included as well, even if it wasn’t defined separately.

  • View Timesheet User is allowed to view Timesheet
  • Manage Pipeline – User is allowed to add projects to pipeline, sync and remove them
  • View project financial information – User is allowed to view project financial information
  • Change project financial information – User is allowed to edit project financial information
  • View project approved budget in mh – User is allowed to view project mh budget
  • Change project approved budget in mh – User is allowed to change project mh budget
  • Manage Milestones and PhasesUser is allowed to create, edit, drag milestones, create and edit phases
  • Manage Summaries – User is allowed to change Summaries
  • Manage Relations – User is allowed to manage relations in the project
  • Change Project Risk Buffer – User is allowed to change project buffer
  • Change Forced Ready To Start – User is allowed to force “Ready to Start” task status
  • View Gantt chart – User is allowed to view Gantt chart for projects
  • View Baseline – User is allowed to view Baseline
  • Manage Baseline – User is allowed to change Baseline
  • Change Business Value – User is allowed to change Business Value for project, summary, task
  • Manage project leveling User is allowed to manage project leveling

Pay caution to permission list of any role while configuring them. Superfluous and unnecessary rights could distract team members.

Default roles are mostly intended to demonstrate flexibility of permission system settings .

It is recommended to leave them as an example for the future manipulations.

User configuration

Each user has their own information display configuration, hiding or revealing a set of desirable items. Epicflow grants functionality to copy such configuration setting from any of the users or default profile and set it to anyone required.

For that, navigate to the Admin page and after selection of “Copy configuration”, define which configuration you would like to apply to target user.

Also within the same mechanism Default profile configuration setting can be adjusted if required.

Screen #3 – Admin – Copy configuration

Please note, that to define users settings “Manage User Settings” permission must be granted in assigned to your account role.

Besides, it’s possible to perform selection of the items for assigning to a certain user from the list of Advanced option.  

Screen #4 – Admin – Copy configuration – Advanced option

We have specified next list of items:

  • Unmapped Area Height
  • Are Not Active Projects In Project Filter Expanded On Graphs
  • Use Capacity View
  • Use Output View
  • Show Unmapped Hidden Groups
  • Show Unmapped Hidden Users
  • Use Capacity Units Per Day
  • Shown Columns For Capacity In User Card
  • Bubble Graph Priority
  • Use Financial View In Burnup
  • Total Expected Slider Value In Dashboard
  • Bubble View And Axis
  • Resource Management Filter
  • Create The First Task For Project
  • Create Another Task From Task Card
  • Selected Task Card Tab
  • Show Only Important Task Comments
  • Selected Phases To Filter
  • Projects To Show Empty Phases
  • Timesheet Slider Filter
  • Pipeline Table Columns
  • Timesheet Columns
  • Task Card Columns
  • Milestone Card Columns
  • Summary Card Columns
  • Selected Pipeline Planning Type
  • Show Alternative Blocks Positions In Pipeline
  • Show Material Units In Task Card
  • Shown Pipeline Filters
  • Task List Column Details
  • Shown Group Order
  • Hidden Groups
  • Pipeline Tabs Size
  • Additional Graphs

In addition to direct functionality usage Epicflow will prompt you to define configuration settings at user Invitation process.

   Screen #5 – User invitation

Default roles

Administrator


By default Administrator is permitted to use all the functionality in the system:

 

  • Manage the Pipeline (add projects to the pipeline, sync, and remove them)
  • Change Group (map external resources, create, rename, delete, and merge Groups)
  • Change/ add/ delete Roles (add/ remove/ modify roles for other users, including himself/herself)
  • Manage availability (add, delete, invite users, modify capacity and availability for other users and himself/herself)
  • View company resources (work on Resource Management page)
  • View external data sources (see and add data sources)
  • Change/ add/ delete all resource assignments (assign any user of any group to a task)
  • Change/ add/ delete resource assignments for your groups (add, delete, re-assign on user from group he is part of)
  • Change/ add/ delete personal resource assignments (re-assign tasks previously assigned to anyone to himself and un-assign them)
  • Change group assignments for all groups (edit group assignments for all groups)
  • Change group assignments for your groups (edit group assignments only for groups the user is a part of)
  • View resource financial information
  • View project financial information
  • Change resource financial information (edit resource financial information)
  • Change project financial information (edit project financial information)
  • View project approved budget in man hours
  • Change project approved budget in man hours

Project Manager


A person assigned to the role of Project Manager will be able to:

  • Manage the Pipeline (add projects to the pipeline, sync, and remove them.
  • Manage availability (add, delete, invite users, modify capacity and availability for other users and himself/herself)
  • View company resources (work on Resource Management page)
  • View external data sources (see and add data sources)
  • Change/ add/ delete all resource assignments (assign any user of any group to a task)
  • Change/ add/ delete resource assignments for your groups (add, delete, re-assign on user from group he is part of)
  • Change/ add/ delete personal resource assignments (re-assign tasks previously assigned to anyone to himself and un-assign them)
  • Change group assignments for all groups (edit group assignments for all groups)
  • Change group assignments for your groups (edit group assignments only for groups the user is a part of)
  • Manage Milestones and Summaries as well as structure of the projects

User


People assigned the User’s role are permitted to access functionality that they exactly need to stay focused and proactive at workplace:

 

  • View company resources (work on Resource Management page)
  • Change/ add/ delete all resource assignments (assign any user of any group to a task)
  • Change/ add/ delete resource assignments for your groups (add, delete, re-assign on user from group he is part of)
  • Change/ add/ delete personal resource assignments (re-assign tasks previously assigned to anyone to himself and un-assign them)
  • Change group assignments for all groups (edit group assignments for all groups)
  • Change group assignments for your groups (edit group assignments only for groups the user is a part of)

 

Please mind that only the Administrator can add a new role with a set of required permissions. To do so, you’ll have to press the “Add New Role” button, specify the user’s role, and fill in the checkbox in the Admin Panel. Any of the above-mentioned roles can be edited by the Administrator in the Admin panel.

Nevertheless, proposed set of groups is not limited and can be extended with any additional in accordance to developed Group Policy by the customer.

Additional roles

This part contains a list of Roles which you may want to create as you implement system of Distributed Roles. They are not presented by default in Epicflow, so you would need to create them and adjust them accordingly to your needs and requirements.

External Users

If you are going to grant access to the system for external users additional role “External user” should be created. For it we would recommend to limit access only to the projects which they are aimed to work with + update for their own assignments. Set of permission may vary but usually it should be next set of rules:

  • Change/Add/Delete Resource assignments for your groups
  • Change/Add/Delete own Resource assignments
  • View tasks – Only own or My Group
  • Manage tasks – Only own
  • Only View projects – use customized list to limit the scope
  • View and manage projects – None

Project Dedicated Users

Best practice is to have separately defined roles per Project. This approach will help you to keep your team focused on required Projects and avoid unnecessary distraction.

Set of permission may vary but usually it should be next set of rules:

  • Change/Add/Delete Resource assignments for your groups
  • Change/Add/Delete own Resource assignments
  • Change Group assignments for your groups
  • View Pipeline
  • View tasks – My group or Only own
  • Manage tasks – My group or Only own
  • Only view projects – use customized list or sub-string filter to limit the scope
  • View and manage projects – None
  • Manage Summaries

Project Dedicated Team Lead

Additionally for each Project Dedicated Users group we would recommend to create Project Dedicated Team Lead. Users from this group should be responsible for Project management in the area of their responsibilities but also right to view other projects will be useful for them.

Set of permission may vary but usually it should be next set of rules:

  • Change Group
  • Manage Availability
  • View Company Resources
  • View External DataSources
  • Change/Add/Delete Resource assignments for your groups
  • Change/Add/Delete own Resource assignments
  • Change Group assignments for all groups
  • Change Group assignments for your groups
  • View Dashboard
  • View Pipeline
  • Create project
  • View tasks – My group or All tasks
  • Manage tasks – My group
  • Only view projects – either customized list or sub-string filtered
  • View and manage projects – either customized list or sub-string filtered but only those which they are responsible for
  • Manage Milestones
  • Manage Summaries
  • View Gantt chart

 

Updated on March 26, 2020

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