The Restrictions setting allows you to restrict viewing or editing permissions for particular columns. This functionality allows you to restrict specific users or groups from viewing or editing columns that they would normally be able to access.
Column restrictions can be added to project or shell, program and company level cost sheet columns and work package columns, but not the cost template.
A user may have general view and/or edit permissions on the cost sheet, but can be restricted from viewing or editing cost information in specific columns within the cost sheet. Users or Groups with Create permissions can set these additional column restrictions from within the cost sheet in User Mode.
Column restrictions differ from “hidden columns” in that users with edit and/or view permissions for the entire cost sheet will by default have edit and/or view permissions for each column in the cost sheet, unless restricted from doing so. “Hidden” columns are not displayed on the cost sheet, regardless of the permissions of the user.
Restriction setup affects Budget Distribution and Assigned Budget. If Assigned Budget is available on the cost sheet, the following applies:
| • | No Restriction setup for a user: User can view and edit both Budget distribution and Assigned Budget |
| • | Disallow Viewing checked for a user: User cannot view and edit both Budget distribution and Assigned Budget. Cannot import Summary Budget |
| • | Disallow Viewing unchecked for a user: User can view Budget distribution and Assigned Budget. Cannot import Summary Budget |
| • | Disallow Editing checked for a user: User cannot view and modify Budget distribution and Assigned Budget. Cannot import Summary Budget. |
| • | Disallow Editing unchecked for a user: User can view and modify Budget distribution and Assigned Budget. Can import Summary Budget |
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Restrictions and permissions
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To set cost sheet column restrictions
| 1 | In User Mode, open the work package or project or shell, program or company level cost sheet. |
| 2 | Click the Columns button. The Columns Log opens. |
| 3 | Click the Restrictions button. The Edit Restrictions window opens. |
| 4 | Click the Add button. The User/Group Picker opens. |
The users or groups that are displayed in the picker are limited to those users and groups that have cost sheet permissions. For example, if you have given project or shell cost sheet permission to a single group, that group will display in the User/Group Picker window.
| 5 | Select the user or group to edit restrictions and click OK. The Edit Restrictions window opens. |
| 6 | Select one or more user/group in the upper portion of the Edit Restrictions window (press the Shift or Ctrl keys to select more than one user or group). The permission settings for each cost sheet column are displayed in the lower portion of the window. |
| 7 | For each column, you may set the following restrictions: |
| • | Disallow Editing: if a user or group is not allowed to edit a column, then that user or group will not be allowed to add, modify, or delete data in any of the cells in the column. |
| • | Disallow Viewing: select this checkbox if you want to restrict the user/group from viewing a particular column. |
| 8 | Click OK. |
The following summarizes the relationship between user cost sheet permission settings in Administration mode with the additional column restrictions in User Mode.
Column restrictions will not override View or Edit permissions for users with module-level Create permission. If a user has Cost Sheet module Create permission (in permission settings), this overrides any User Mode column restrictions. This also means that if a user has a “Disallow Editing” or “Disallow Viewing” column restriction, and then is subsequently granted module-level Create permission for the cost sheet, that Create permission will override the column restriction and the user will be able to view/edit the column (even if the restriction is still selected in User Mode).
Note: These restrictions apply to work packages as well. If a user does not have view permission on a column, then that user will not be allowed to view the same column in a work package.
|
With this Permission/Restriction |
The User Can: |
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|
Cost Sheet Module |
Column “Disallow Editing” |
Column “Disallow Viewing” |
Edit column data |
View column data |
Import Column |
Export Column |
|
View |
not selected |
not selected |
No |
Yes |
No |
Yes |
|
View |
x |
not selected |
No |
Yes |
No |
Yes |
|
View |
x |
x |
No |
No |
No |
No |
|
Modify |
not selected |
not selected |
Yes |
Yes |
Yes |
Yes |
|
Modify |
x |
x |
No |
No |
No |
No |
|
Modify |
x |
x |
No |
No |
No |
No |
|
Create |
not selected |
not selected |
Yes |
Yes |
Yes |
Yes |
|
Create |
x |
not selected |
Yes |
Yes |
Yes |
Yes |
|
Create |
x |
x |
Yes |
Yes |
Yes |
Yes |
If a user or group is removed from module level permission but was previously configured in the Restrictions window to edit or view columns, then that user or group will not be removed from the restrictions list.
Edit Restriction is available only for manual entry column, for example: Manual datasource, Assigned Budget, YTB, Manual Funding at Project or Shell and WBS Level. For all other columns, Edit Restriction option is disabled, as the user cannot edit information.
|
|
Cost Sheet Column |
Worksheet |
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|
Case |
Can view/edit column data |
Can view column data |
Owner |
Edit permission |
View permission |
Access in view mode |
Access in edit mode |
|
1 |
Yes |
Yes |
Yes |
Yes |
Yes |
n/a |
Yes |
|
2 |
Yes |
Yes |
No |
Yes |
Yes |
n/a |
Yes |
|
3 |
Yes |
Yes |
No |
No |
Yes |
Yes |
No |
|
4 |
Yes |
Yes |
No |
No |
No |
No |
No |
|
5 |
No |
Yes |
Yes |
Yes |
Yes |
n/a |
Yes |
|
6 |
No |
Yes |
No |
Yes |
Yes |
n/a |
Yes |
|
7 |
No |
Yes |
No |
No |
Yes |
Yes |
No |
|
8 |
No |
Yes |
No |
No |
No |
No |
No |
|
9 |
No |
No |
Yes |
Yes |
Yes |
No |
No |
In cases 4 and 8, the user will see an error message that they cannot view the worksheet as they do not have view permissions for the worksheet. In case 9, they will not see any message, as they cannot see the column with worksheet as the data entry method.
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