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Roles and permissions – overall overview

Epicflow users can have different permissions in the system. The following three roles are defined by default: Administrator, User, and Project Manager. Nevertheless, such a set of roles can be extended or changed depending on functions and responsibilities. 


Overall Overview

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

User is a team member or employee checked up in Epicflow. By default, User has access to the system functionality that he or she needs to complete tasks, but the Administrator can change it upon request. To learn more, visit the “Roles” section.

Project Manager can 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 below.  

  • To go to the ADMIN page, select the “Admin” menu item.

Screen #1 – Admin Page

This page contains the list of basic roles and permissions determined for users.

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

Then click ‘Save Changes’ to apply the changes and you’ll instantly see them.

  • To create a new role, click ‘Add New Role’ located at the top right corner.

Then a pop-up menu will appear. there you can choose the role name and check a full list of permissions for it. There is also a Check All element that provides a full list of rights to the user. Click one more time on it to cancel all received permissions.

When you finish checking permissions, click Create to apply the changes.

You’ll see the implemented changes immediately.

Screen #2 – Specifying New Roles 

List of Permissions

that can be attached to any role:

  • Change Group – User is allowed to map external resources, create, rename, delete and merge a group;
  • Change/Add/Delete Roles – User is allowed to add/remove/modify roles for other users and oneself;
  • Manage Availability – User is allowed to add, delete, invite users, modify capacity and availability for other users and oneself;
  • View Company Resources – User is allowed to work on resource management page;
  • View External Data Sources – 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 users from groups to which he or she belongs;
  • Change/Add/Delete own Resource assignments – User is allowed to assign unassigned tasks to oneself, reassign, and unassign tasks to oneself;
  • 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 the groups to which he/she belongs;
  • 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 invitations to other users;
  • Manage User Settings – User is allowed to define settings for other users;
  • View Dashboard – User is allowed to view the Dashboard page;
  • Use What-If Analysis – User is allowed to apply what-If analysis;
  • Use What-If Simulation – User is allowed to make simulation;
  • View Pipeline – User is allowed to view the 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 the following options
    • Only own – User is allowed to view only own graphs
    • My groups – User is allowed to view his/her group’s graphs
    • All groups – User is allowed to view all groups’ graphs
  • Export reports limits types of reports available for downloading by the following 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/her group tasks and edit remaining/spent work by selecting one of the following options
    • No access – User is not allowed to view the tasks
    • Only own – User is allowed to view only his/her own tasks
    • My group – User is allowed to view his/her group’s 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/her own working hours
    • My group – User is allowed to change his/her group working hours
    • All tasks – User is allowed to change all working hours
  • Manage tasks – User is allowed to manage only his/her own tasks and edit remaining/spent work based on one of the following options
    • No access – User is not allowed to manage the tasks
    • Only own – User is allowed to manage only his/her own tasks
    • My group – User is allowed to manage his/her group’s tasks
    • All tasks – User is allowed to manage all tasks
  • Only View Projects – User is allowed to view selected projects based on the following options:
    • 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 manage selected projects based on one of the following options:
    • 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 a project, task, or any other component of the system, the ‘view permission’ 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 attention to the permission list of any role when configuring. Unclear and unnecessary rights can distract team members.

Default roles are used to demonstrate the flexibility of permission system settings.

We recommend to leave them as an example for future manipulations.

User Configuration

Every user can set up an individual display of information by hiding or showing items. You can copy the individual configuration from any user or a default profile and set it to other users.

To this end, go to the Admin page, select “Copy configuration” and define what configuration you’d like to apply to the user.

To set up the Default profile configuration, the same sequence of actions should be applied.

Screen #3 – Admin – Copying Configuration

Keep in mind that to define user settings “Manage User Settings” permission should be granted in the role assigned to your account.

Besides, you can select items for assigning to a certain user from the Advanced list.  

Screen #4 – Admin – Copy configuration – Advanced Option

There’s the following list of items:

  • Unmapped Area Height
  • Inactive 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

Besides, Epicflow will suggest you define configuration settings when inviting a new user to the system.

   Screen #5 – Inviting a User 

Default Roles

Administrator


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

 

  • Manage the Pipeline (add projects to the pipeline, synchronize, 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 oneself)
  • Manage availability (add, delete, invite users, modify capacity and availability for other users and oneself)
  • 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 a user from the group he/she belongs to)
  • Change/add/delete personal resource assignments (re-assign the tasks previously assigned to anyone to oneself and un-assign them)
  • Change group assignments for all groups (edit group assignments for all groups)
  • Change group assignments for one’s own groups (edit group assignments only for the groups the user belongs to)
  • 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 is allowed to:

  • Manage the Pipeline (add projects to the pipeline, synchronize, and remove them).
  • Manage availability (add, delete, invite users, modify capacity and availability for other users and oneself)
  • 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 groups (add, delete, re-assign to a user from the group he/she belongs to)
  • Change/add/delete personal resource assignments (re-assign tasks previously assigned to anyone to oneself and un-assign them)
  • Change group assignments for all groups (edit group assignments for all groups)
  • Change group assignments for their groups (edit group assignments only for the groups the user belongs to)
  • Manage Milestones and Summaries as well as the structure of the projects

User


People assigned the User’s role are permitted to access functionality that they need to perform their duties:

  • View company resources (work on the Resource Management page);
  • Change/add/delete all resource assignments (assign any user of any group to a task);
  • Change/add/delete resource assignments for their groups (add, delete, re-assign to user from the group they belong to);
  • Change/add/delete personal resource assignments (re-assign the tasks that have been previously assigned to anyone to oneself and un-assign them);
  • Change group assignments for all groups (edit group assignments for all groups);
  • Change group assignments for one’s own groups (edit group assignments only for the groups the user belongs to).

 

Keep in mind that only the Administrator can add a new role with a set of required permissions. Click 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, the proposed set of groups is not limited and can be extended with any others in accordance with the developed Group Policy by the customer.

Additional Roles

This part contains a list of Roles that you may want to create as you implement the system of Distributed Roles. They aren’t available in Epicflow by default, so you will have to create them and adjust them based on your needs and requirements.

External Users

If you’re going to grant access to the system to external users, first you have to create an additional role “External user”. We recommend limiting access only to the projects they’ll work with + update for their own assignments. The set of permissions may vary but usually it’s as follows:

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

Project-Dedicated Users

We recommend having separately defined roles for each Project. It’ll help you keep your team focused on the Projects and avoid distractions.

The set of permissions may vary but usually, it consists of the following options:

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

Project-Dedicated Team Lead

For each Project-Dedicated User group, we recommend creating a Project Dedicated Team Lead. The users who belong to this group should be responsible for Project management in the area of their responsibilities but also the right to view other projects will be useful for them.

The set of permissions may vary but usually, it’s as follows:

  • Change Group
  • Manage Availability
  • View Company Resources
  • View External DataSources
  • Change/Add/Delete Resource assignments for one’s own groups
  • Change/Add/Delete own Resource assignments
  • Change Group assignments for all groups
  • Change Group assignments for one’s own groups
  • View Dashboard
  • View Pipeline
  • Create a project
  • View tasks – My group’s tasks or All tasks
  • Manage tasks – My group’s tasks
  • 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 December 17, 2020

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