Add or edit a role

In WorkflowMax, roles provide a convenient way of allocating multiple security permissions to a staff member. When adding a new staff member, you can set permissions for each privilege manually, which is time consuming. It's much simpler, quicker and more consistent to use a role as a way of allocating permissions based on the typical security access required for the staff member's job.

Add a role

To add a role to :

1. On the toolbar click the Settings icon.
2. On the General Settings tab, make sure that the Staff section is selected.
3. On the Staff screen, make sure that the Roles tile is selected.
4. Click the + Create New Role button.
5. On the Creating a New Role screen:
   1. Type a name for the new role. The role name should reflect a staff member's job or responsibilities, such as: Administrator, Payroll clerk, Time sheet only user.
   2. (optional) Select an existing role to copy permissions from.
   3. (optional) Click Remove All Access, View Only Access or Apply Full Access to apply the required level of permission to all privileges in the role.
   4. Select or modify permissions as required (see Data field reference, below).
6. Save your changes. The role is add to .

Edit a role

To view or edit information for a specific role:

1. On the toolbar click the Settings icon.
2. On the General Settings tab, make sure that the Staff section is selected.
3. On the Staff screen, make sure that the Roles tile is selected.
4. Drill down on the Role Name you wish to edit.
5. On the role edit screen:
   1. Update the name for the role, if required.
   2. (optional) Select an existing role to copy permissions from. Any existing permissions will be replaced by permissions from the copied role.
   3. (optional) Click Remove All Access, View Only Access or Apply Full Access to apply the required level of permission to all privileges in the role.
   4. Select or modify permissions as required (see Data field reference, below).
6. Save your changes. The role is updated.

Data field reference

Privileges and permissions

• General Privileges

  Privilege	Controls a user's ability to...
  Client	View the Client Manager screen and click on clients to view their details. Create new clients. Edit existing clients. Delete existing clients.
  Collaboration Manager	Use the Collaboration manager.
  Completed Jobs	Edit completed jobs.
  Job	Create, edit or delete jobs. Without Edit privilege, you can create a new job, but not edit an existing job. Edit privilege provides the following access. On the job detail screen: Access to the Edit Job button which gives access to editing job details and assigning or removing staff, account manager and job manager on the job. Access to the Edit Schedule button, which allows you to change the overall job schedule and dates for tasks and milestones. Access to job Options, which allow you to apply additional templates, copy the job, move time sheets. Add and edit job tasks and change staff allocation to tasks. On the Job Manager screen: Access the Options button, which allows access to add or remove staff, Account Manager, job Manager on multiple jobs.
  Job Archive	View the job archive.
  Job – Complete Milestones, Tasks and To-do Items	Mark job milestones, tasks and to-do items as complete.
  Job Costs	Create, edit job costs. To prevent a user from adding new costs to a job, set Job Costs to View Only Access and also set the Financial Privileges > Financial privilege to No Access. If these options are not set as described here, the user will still be able to add new costs to a job.
  Job Documents	View, create, edit job documents. In the job details screen (Jobs > Jobs > job#), the Documents tab is visible only if the View privilege is selected.
  Job Estimated Billings	View job estimated billings.
  Job Management Reports	Print some job management reports. When this option is selected, the following reports are available on the Job Manager screen: Job Deadline Report Job Status Report Staff Allocation Report.
  Job Manager (staff can see all jobs, not just those assigned to them)	View the job manager screen (staff can see all jobs, not just those assigned to them).
  Job Financial Summary	View, create, edit, delete job financial summary report.
  Job Milestones	Create, edit, delete job milestones.
  Job Notes	View, create, edit, delete job notes. In the job details screen (Jobs > Jobs > job#), the Notes tab is visible only if the View privilege is selected.
  Job Quick Edit	Access the Quick Edit pane to change a job's job status.
  Job Schedule	View job schedule.
  Job To-do items	Create, edit, delete job to-do items.
  Job Time Sheets	View job time sheets and enter time for other staff using a job's Timesheets tab.
  Recurring Jobs	View, create, edit, delete recurring jobs.
  Staff Schedule	View the staff schedule.
  Supplier	View, create, edit, delete suppliers.
  Report Builder	Use the report builder.
  Adhoc Time	(WorkflowMax Premium accounts only) Controls whether or not the user can enter adhoc time against a client.

• Admin Privileges

  Privilege	Controls a user's ability to...
  Administrator	Work as administrator with full access to system settings (excluding costs).
  Cost Admin	Work as cost administrator with full access to cost information only.
  Job Template	Create, edit and delete job templates.
  Task Admin	Create, edit and delete tasks.

• Financial Privileges

  Privilege	Controls a user's ability to...
  Job Costs – Edit Unit Price	Edit the unit price of job costs.
  Financial	If the Admin Privileges > Administrator privilege is set to Full Access, the Financial privilege lets you see and use: the Business > Timesheets menu, the Settings > Billing menu, and the Budget field in a job. If the General Privileges > Job Costs > Create/Edit Access option is not already selected, the Financial privilege also switches on/off the ability to add new costs to a job. If the Admin Privileges > Administrator privilege is set to No Access, the Settings > Billing menu is not available, regardless of the setting of the Financial privilege.
  Financial Reports	Print financial reports.
  Flag time sheet entries as billable or non-billable at time of entry	Flag their time sheets as billable or non billable. This is a very significant feature as it can directly affect income and would normally be used only by the owner or business manager. If this privilege is set to Full Access, a "billable" checkbox is shown on the time sheet – removing this privilege will remove that checkbox. Flagging time as unbillable on a time sheet has no audit trail – so for larger organisations (not simply an owner operator, for example), it's recommended to flag tasks as unbillable instead.
  Invoices	View, create, edit, delete invoices. As there is no audit trail when deleting invoices, you may select Create/Edit Access rather than Full Access (which enables delete) to prevent staff from deleting invoices (rather than raising a credit note, which is recommended). If the Invoices privilege is set to Full Access, the Work in Progress Manager option is available in the Business menu and any available invoices are listed in the Financials tab of each job.
  Approve Invoices	View, create, edit, delete approval for invoices.
  Lead Management	View, create, edit, delete leads.
  Purchase Orders	View, create, edit, delete purchase orders.
  Quotes	View, create, edit, delete quotes and estimates.

• API Access Privileges

  Privilege	Controls a user's ability to...
  Authorise 3rd Party Full Access	Connect your account to third-party add-ons. This privilege is available only if the staff member has Administrator access set to Full Access (see Admin Privileges).