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Administration 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
  • 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
  • Create project – User is allowed to create new projects
  • View Tasks – User is allowed to view his group tasks and edit remaining/spent work with selection one of the next option
    • No access
    • Only own
    • My group
    • All tasks
  • 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
    • Only own
    • My group
    • 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.

  • 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 – User is allowed to change Milestones
  • Manage Summaries – User is allowed to change Summaries

 

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

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 November 15, 2019

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