Practice Manager security roles

When your Practice Manager module becomes active you can assign the relevant Practice Manager security roles to the user accounts. 

The following information outlines what each of the Practice Manager security roles allows a user to do in the system. Where multiple security roles are available for a particular area, for example Jobs, they are listed in order of limited to full access, where applicable. For demonstration purposes (screen shots) the user was assigned only the Contacts - View Only security role to begin with, then each of the Practice Manager security roles were assigned to her account individually, then removed before the next one was assigned. 

ClosedJobs
ClosedJobs - View My Jobs

This is a limited role. It is suitable for junior staff members who need access only to the jobs that they are working on. Users will be able to view only the jobs to which they have been assigned (allocated as a --resource) or set as currently responsible.

With this role users can:

  • Access the Practice Manager > Jobs area via the left menu, where they can:
    • View jobs that they are working on.
    • Update the job status (going forward in the status list) and person currently responsible for those jobs.
    • Add comments to those jobs.
  • View the My Ordered Jobs and Recently View Jobs widgets on the dashboard.
  • View job details within the associated clients' Contacts records (if they also have one of the Contacts - View... roles).

ClosedJobs - View and Edit My Jobs

This role provides the same permissions as the Jobs - View My Jobs role and also allows users to access the Job Setup page, where they can edit the job details and add resources to the job.

ClosedJobs - View Jobs Where I am Job Owner

This is a limited role. It is suitable for users who are set as the owner of jobs. Users will be able to view only the jobs for which they have been set as the job owner.

With this role users can:

  • Access the Practice Manager > Jobs area via the left menu, where they can:
    • View jobs that they 'own'.
    • Update the job status (going forward in the status list) and person currently responsible for those jobs.
    • Add comments to those jobs.
  • View the Recently Viewed Jobs and Top 10 Overdue Jobs widgets on the dashboard.
  • View job details within the associated clients' Contacts records (if they also have one of the Contacts - View... roles).
ClosedJobs - View and Edit Jobs Where I am Job Owner

This role provides the same permissions as the Jobs - View Jobs Where I am Job Owner role and also allows users to access the Job Setup page, where they can edit the details and manage the resources of the jobs that they own.

ClosedJobs - View Jobs Where I am Job Partner

This is a limited role. It is suitable for users who are set as the partner of jobs. Users will be able to view only the jobs for which they have been set as the partner, (n the clients' Contacts records).

With this role users can:

  • Access the Practice Manager > Jobs area via the left menu, where they can:
    • View jobs that for which they have been set as the partner.
    • Update the job status (going forward in the status list) and person currently responsible for those jobs.
    • Add comments to those jobs.
  • View the Recently Viewed Jobs and Top 10 Overdue Jobs widgets on the dashboard.
  • View job details within the associated clients' Contacts records (if they also have one of the Contacts - View... roles).

 

ClosedJobs - View and Edit Jobs Where I am Job Partner

This role provides the same permissions as the Jobs - View Jobs Where I am Job Partner role and also allows users to access the Job Setup page, where they can edit the details and manage the resources of the jobs for which they are the partner.

ClosedJobs - Order My Jobs

This role should be used in conjunction with one of the 'Jobs - View...' roles. With this role users can access the Job Order area via the left menu to order their own list of jobs.

To be able to order jobs for ALL users, the Workflow & Resource Manager security role is required.

ClosedJobs - View All Jobs

This role is suitable for senior staff members. With this role users can:

  • Access the Practice Manager > Jobs and Jobs Comments area via the left menu, where they can:
    • View all jobs and job comments.
    • Update the job status (going forward in the status list) and person currently responsible for all jobs.
    • Add comments to all jobs.
  • View the  My Ordered Jobs and Recently Viewed Jobs and Top 10 Overdue Jobs widgets on the dashboard.
  • View job details for clients in Contacts (if they also have one of the Contacts - View... roles).

ClosedJobs - View, Add and Edit Jobs

This is a full access security role, suitable for senior staff members. This role provides the same permissions as the Jobs - View All Jobs role and also allows users to:

  • Access the Job Setup page for all jobs, where they can edit the details and manage the resources.
  • Update the job status, going backward and going forward in the status list.
  • Lock and unlock timesheets within jobs.
  • Manage recurring jobs.
  • Add jobs.
  • View the Job Details and Recurring Jobs reports.

ClosedJobs - Add Jobs

With this role users can access the Practice Manager> Jobs area and add jobs. Users cannot view jobs.

ClosedJobs - Edit Jobs in Bulk

This role enables the Change in Bulk button, which allows users to edit certain fields on the Job Details page in bulk.

ClosedJobs - Close Jobs

This role gives users the ability to close their own jobs. If users also have the Jobs - View, Add and Edit Jobs security role, they can view and close other users' jobs.

ClosedInvoicing
ClosedInvoicing - View Only

This is a limited role. With this role users can access the Invoices area via the left menu to view invoices. They can also view the Finalised Invoices, Grouped Finalised Invoices, Draft Invoices reports.

ClosedInvoicing - View, Add and Edit Invoices

With this role users can access the Invoices and Jobs to Invoice areas via the left menu to view, add and edit invoices and credit notes. They can also view these Billing and Receivables reports: Finalised Invoices, Grouped Finalised Invoices, Draft Invoices, WIP Client Breakdown, Work in Progress, Grouped WIP, Grouped WIP Summary.

It is recommended that users with this role also have the Jobs - View All Jobs security role because with both roles users can:

  •  View the Current WIP, Budget Total and Invoice Total columns on the Jobs page.
  • Open Job Details pages via links within the Invoicing area, and transfer WIP from one job to another, for the same client.
ClosedInvoicing - Finalise Invoices

This role can only be used in conjunction with either of the first two Invoicing security roles.  It gives users the ability to finalise invoices.

ClosedInvoicing - Unfinalise Invoices

This role can only be used in conjunction with either of the first two Invoicing security roles. It gives users the ability to revoke a finalised invoice.

ClosedInvoicing - Delete Invoices

This role can only be used in conjunction with either of the first two Invoicing security roles. It gives users the ability to delete draft invoices.

ClosedAccounts Receivable
ClosedDebtors - View Debtor Transactions Only

This is a limited role. It must be used in conjunction with one of the Contacts – View...  roles. With this role users can view receivable transactions on the WIP & Billing tab in contact record.

This role does NOT apply if users have the Contacts - Restrict Access in Contacts WIP & Billing role.

ClosedDebtors - View Only

With this role users can access the Accounts Receivablearea, via the left menu, to view receivable transactions and send statements. They can view these Dashboard widgets: Aged Receivables, Receivables by Partner, Top 10 Receivables. They can also view these Billing and Receivables reports: Aged Receivables, Receivables Transaction, Receivables Control, Bank Reconciliation, Bank Deposit Supplement, Grouped Aged Receivables.

ClosedDebtors - View, Add and Edit Transactions

This role is a full access role. With this role users can view, add and edit receivable transactions. Users can also view the same widgets and reports as the Accounts Receivable - View Only role.

ClosedDebtors - Delete Transactions

This role can only be used in conjunction with the Accounts Receivable - View, Add and Edit Transactions security role. It gives users the ability to delete receivable transactions that have been manually added.

ClosedFirm
ClosedFirm - View Cashflow and Revenue Information

With this role users can view cash flow and revenue data in these specific areas:

  • The Annual Revenue widget on the Dashboard.
  • All the Cashflow and Revenue reports: Cashflow Analysis by Partner, Cashflow Analysis by Manager, Revenue Analysis by Partner, Revenue Analysis by Manager, Revenue Analysis by Client Type, Annual Cashflow, Annual Revenue. 
  • These two Billing and Receivables reports: Invoice Breakdown by Code, Invoice Breakdown by Job Type.

ClosedFirm - View WIP and Profitability Information

With this role users can view WIP and profitability information in these specific areas:

  • The Current WIP panel on the WIP & Billing tab of the Contact Details page (if users also have one of the Contacts – View...  roles and do NOT have the Contacts - Restrict Access in Contacts WIP & Billing role).

  • The WIP, Budget, and Invoice Total columns on the Jobs page, and the WIP and Budgets row on the Job Details page (when the Jobs – View All Jobs role is also assigned).

  • On the Dashboard, these widgets: Total WIP by Partner, WIP Control, Average Hourly Rate and Top 10 WIP Jobs.
  • The following reports:
    • Employee reports: Monthly Efficiency, Yearly Efficiency, Timesheet Summary, Variance Reason, Write-on Summary, Write-on Breakdown, Resource WIP and Billing
    • Job reports: Job Profitability, Jobs Due.
      • Additional data (WIP Total, Write-on, and Invoice Total) in the Job Details report, so long as they have either the Jobs - View, Add and Edit Jobs OR Workflow and Resource Manager security role.
      • Additional data in the Jobs Budget report (Actual), so long as they have the Workflow and Resource Manager security role.
    • Client profitability report.
    • Billing and Receivables reports:  Billable Time Breakdown by Period, Billable Time by Period, Work in Progress by Manager, Work in Progress by Partner, Aged Work in Progress, Work in Progress Client Breakdown, Work in Progress, Grouped Work in Progress, Grouped Work in Progress Summary, WIP Control, WIP Control by Group.
ClosedDisbursements
ClosedDisbursements - View Only

This is a limited role. With this role users can access the Disbursements area via the left menu to view disbursements. 

It is recommended that users with this role also have the Jobs - View All Jobs security role as this allows them to open Job Details pages via links within the Disbursements area, and view the disbursement details on the Disbursements tab.

ClosedDisbursements - View, Add and Edit Disbursements

This role is a full access role. With this role users can view, add, import and edit disbursements. Users can also view the Disbursement Analysis report.

As with the first security role, users need the Jobs - View All Jobs security role to open Job Details pages via links within the Disbursements area, and view the disbursement details on the Disbursements tab.

ClosedDisbursements - Delete Disbursements

This role can only be used in conjunction with the Disbursements - View, Add and Edit Disbursements security role. It gives users the ability to delete disbursements.

ClosedTimesheets
ClosedTimesheets - View, Add and Edit My Timesheet

This is a limited role. With this role users can access the Timesheets area, via the left menu or top menu, to view, add and edit their OWN timesheet entries.

They can also view the Missing & Incomplete Timesheets widget on the Dashboard and view their OWN data in these Employee reports: Timesheet, Billable Time, Non-billable Time, Paid Non-billable Time, Non-billable and Paid Non-billable Time, Monthly Efficiency, Yearly Efficiency, Variance Reason, Missing and Incomplete Timesheets.

ClosedTimesheets - View, Add and Edit All Timesheets

This role can only be used in conjunction with the Timesheets - View, Add and Edit My Timesheet security role, otherwise users have no access to the Timesheets area. With this role users can view, add, and edit timesheet entries for ALL staff members.

They can also view data for ALL users in these Employee reports: Timesheet, Billable Time, Non-billable Time, Paid Non-billable Time, Non-billable and Paid Non-billable Time, Timesheets by Job Type, Timesheets by Activity Code, Timesheet Summary, Missing and Incomplete Timesheets.

They can only view their OWN data in these Employee reports: Monthly Efficiency, Yearly Efficiency, Variance Reason. To view data for ALL users in these reports, the Workflow and Resource Manager security role is required.

ClosedCapacity planning
ClosedCapacity Planning - View Only

This is a limited role. It allows users to access the Capacity Planning menu item and view work that has been assigned over the coming months.

To have full assess to the Capacity Planning area the Workflow and Resource Manager security role is required.

ClosedWorkflow
ClosedWorkflow and Resource Manager

This role should be assigned to users in the firm who are responsible for managing resources and workflow. It controls access to job ordering and capacity planning. It gives access to the following areas via the left menu:

  • Jobs - users have the same permissions as the Jobs - View All Jobs security role, with the added permission of the ability to lock and unlock timesheets on the Job Details page.

  • Recurring Jobs - users can view and delete recurring jobs on the Recurring Jobs page. Users can click on a recurring job to open the Contact Details page, where they can view, add, edit or delete the contact's recurring jobs.

  • Resource Allocations - users can view, add, edit and delete resource allocations on the Resource Allocations page. Users can click on an allocation to open the Contact Details page, where they can view, add, edit or delete the contact's resource allocations.

  • Capacity Planning - users have more permissions than they would have with the Capacity Planning - View Only security role. Specifically, users can manage leave, and change the target end date and resources of a job.

  • Job Ordering - users have more permissions than they would have with the Jobs - Order My Jobs security role, as they can order jobs for ALL users.

With this role users can also view:

  • These widgets on the Dashboard: Team Efficiency, Resource Allocation, Top 10 Overdue Jobs, Top 10 Current Resource Allocation Variance.
  • The following reports:
    • Employee reports: Actual / Allocated Hours Report, Monthly Efficiency, Yearly Efficiency, Timesheet Summary, Variance, Variance Reason, Variance Breakdown, Write-on Summary, Write-on Breakdown, Resource WIP and Billing
    • Job reports: Jobs Budget, Jobs Due, Job Turnaround, Job Details
    • Workflow reports: Job Status Summary, Days at Current Status, Auto Resource Allocation, Job Hours Analysis, Current Resource Allocation Variance, Resource Allocation, Non-allocated Resources, Resource Allocation Breakdown, Resource Usage by Partner, Resource Usage Breakdown by Partner, Recurring Jobs
    • Capacity Planning reports: Firm Capacity, User Capacity.
ClosedWorkflow - View, Add and Edit Auto Resource Allocations

This role allows users to add automatic resource allocations.

ClosedWorkflow - View, Add and Edit Recurring Jobs

This role allows users to add recurring jobs

ClosedEmail Centre
ClosedEmail Centre - View header info and resend

This is a limited role. With this role users can access the Email Centre via the Settings button in the left menu. Users can view the header information of the list of emails. They can also resend bounced emails.

ClosedEmail Centre - View email content and resend

This is a full access role. It provides the same permissions as the first role, with the addition of the ability to view the content of emails.

ClosedWIP Centre
ClosedWIP Centre - View Only

This is a limited role. With this role users can access the Work in Progress area via the left menu to view WIP by contact group and individual client. They can also view WIP by job via the Job Details page, so long as they have the Jobs - View All Jobs security role.

ClosedWIP Centre - View, Add and Edit Transactions

This role is a full access role. It provides the same permissions as the first role, with the addition of the ability to edit WIP items and add write-ons and write-offs via the Actions menu.

ClosedWIP Centre - Delete Transactions

This role can only be used in conjunction with either of the first two Invoicing security roles. It gives users the ability to delete write-on and write-off transactions via the View WIP screen.

ClosedDashboard

Dashboard - Restrict Selection of Practice Management Widgets

This role restricts access to the following Practice Manager widgets on the dashboard: Aged Debtors, Annual Revenue, Average Hourly Rate, Debtors by Partner, Resource Allocation, Team Efficiency, Top 10 Current Resource Allocation Variances, Top 10 Overdue Jobs, Top 10 Debtors, Top 10 Work in Progress Jobs, Total WIP by Partner, WIP Control

In other words, with this role users can NOT add the above widgets to their dashboards.

Go back to theAssign profiles and security roles to user accounts page.

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