Permissions are a set of access rights given to each staff user that govern access to each module: Properties, Work Orders, Staff and Positions, User Groups, Vendors, Projects. Permission levels include View, Edit, Delete, Costs, and Reports.

Permissions for Staff Users

Permissions page for a staff user

Staff have access to selected modules depending on their permissions settings.

In the above example of staff permissions, the staff user has all levels of access to all modules, but does not have the Reports item in navigation and will not see any reports.

Permissions level: View, Edit, Delete, Costs, Reports

View is the basic permission needed to display navigation for a module, to list and view records.

• Also enables staff to see documents associated with records.
• Also enables staff to see tasks, equipment warranty expirations, and lease expirations.

Edit provides the ability to create or change objects in a module.

Delete gives the staff user the ability to remove objects. Delete typically is a ‘soft delete,’ which can be recovered if necessary.

Costs allows the staff user to see and edit budgeted time and cost fields on work orders only.

• Costs are not currently used to control access to any fields on Properties, Projects, User Groups, Tasks, Bids, or Communications.

Reports allows the staff user to see reports for selected modules. Some reports require multiple permissions.

Example: Staff with no view permissions for any modules

• Staff users with no permissions have a My Summary page limited to Documents and Week at a Glance.
• Staff have complete button to complete work orders assigned to them.
• Navigation shows list work orders, but not ability to create service requests.
• Calendar displays calendar events in their own department and common calendar events visible to staff.
• Communication is always available for staff to create and send messages.
• Documents displays documents set for staff visibility excluding any documents associated with properties, user groups, vendors, and work orders.

Example: Staff with view permission for all modules

• Staff users with all permissions have a My Summary page with all available staff modules.
• Calendar displays calendar events in their own department and common calendar events visible to staff.
• Communication is always available for staff to create and send messages.
• Documents displays documents set for staff visibility including records that are within any modules.

Permissions: Controlling Staff Access at a Granular level

Properties: Properties view is required to see the properties list. Properties edit and delete are only available to global staff with the appropriate permission level.

Projects: Projects and tasks view is required to see projects. Edit is required to create and edit projects and tasks on projects.

Work Orders: View permission required to see navigation for work orders and service requests. Staff and Positions view is also required to see work orders for other staff within division and department limits. Edit is required to create work orders and service requests, approve service requests, and to complete and close work orders. ­Costs enables staff to see and update cost information.

User Groups:

• View permission is required to see user group list of tenants and employee groups. ­
• Edit is required to create a new user group or to invite new contacts to become group users.

Staff and Positions:

• Staff and Positions are required for staff to view or edit contact details or permissions for other staff. Staff cannot edit their own contact record, division, or permissions, and can only set permissions for others that they have been given.
• View permission for Staff and Positions is required for staff with work order permission to see or complete work orders by other staff.

Equipment and Assets: Required for viewing, creating, editing, and/or deleting equipment records, preventive maintenance templates, manufacturer and model records.

Emergency: View required to list emergencies. Edit required to create or update emergencies.

Vendors:  Staff need vendor view permission to see the vendor list and vendor edit to create or edit vendor companies.

Tasks:  Edit required for creating and editing preventive maintenance and project tasks.

Bids: View required to list bids. Edit required to create and accept bid proposals.

Communications: Not currently used to restrict access to communication in the application.

INDIRECTLY CONTROLLED BY PERMISSIONS

Calendar: Staff see events for properties at own division and below, according to their department and events related to other modules: lease and warranty expirations, preventive maintenance and project tasks.

Documents: Staff can view documents associated with records which they have access to according to division level and department (if the document is set for staff visibility).