Role Permissions

The role form contains sections covering the permissions for the functional areas and applications within OpenAir.

Roles - General Settings

The General Settings section lets you specify general role permissions. For example: View Customers, View and modify Customers, and View and Modify Customers (except name). In this example, by selecting View and Modify Customers, View Customers is included and does NOT need to be checked. You can select the check boxes to turn options on or off based on the role requirements.

Most of the following options include either simply View or View and modify: Customers, Customer locations, Prospects, Contacts, Projects, Employees, Generic employees, Departments, Attribute sets, Roles, Services, Service 1 lines, Payroll types, Expense items, Vehicles, Approval processes, Vendors, Employee costs, Loaded costs, Generic employee costs, Employee job codes, Generic resource job codes, Filter sets, Custom time ranges, Account-wide reports, Employee login detail report, Auto-billing rules, Hierarchies, Tax locations, Job codes, Rate cards, Cost centers, External IDs, Snap shots, Calendars for others, Audit trails, Internal IDs, Dashboard graphs, Email templates, Calculated fields, Built in summary fields, Tag groups, Target utilization, Download lists, Download reports.

Also within the General Settings section are the following role options:

• View and modify existing employees — lets employees with this role view and update existing employees in OpenAir. This is useful for roles that may need to modify employees but who should not have the ability to create new employees.

• See billing rates and budget amounts — This is useful for project managers or others so that they are aware of project financial information.

• Customize forms and/or Customize lists — Customize forms option permits employees to modify certain forms within the application such as Receipts or the Timesheet. You, as the account administrator, are generally the employee who customizes forms, although some companies also use a super employee account. Customize lists permits employees to change the order and selection of fields in the list view (e.g., Projects or Employees).

• Restrict data viewed on reports — Share saved reports with other employees, Specify report usage designations, and Specify report filter sets.

• Download lists and reports into Microsoft Excel or PDF files — Download lists and Download reports.

• Employee Unlock — Allow employees to unlock the account of other employees who have failed the security requirements set for your OpenAir environment. Many companies restrict this option to you, the account administrator, and to a backup employee for times when you are unavailable.

• View and modify all list views — Enables users to access and manage all saved list view configurations in an account from the Administration module or from within list views. This features requires the following internal switch to be enabled: Saving list view configurations. To enable this internal switch, Creating a Support Case.

• Change owner on list views — Enables users to change the owner for saved list view configurations they have access to. This features requires the following internal switch to be enabled: Saving list view configurations. To enable this internal switch, Creating a Support Case.

Roles - My Account

Options in the My Account section relate to Administration > Global Settings. You can select the check boxes to turn options on or off based on the role requirements. However, we recommend that most of these options be limited to account administrators.

The View and Modify options include: Dashboard, Company demographics, Company schedules, Company logos, Company settings, Terminology, Custom fields, Currency rates, Base currencies, My charges, Automated back-up service, Company status on dashboard, and Employee status on dashboard.

Also within the My Account section are the following role options:

• Exchange information — Import Customers from outside sources as well as Export data to other applications including Microsoft Excel.

• Use of the following wizards — Bulk employee change wizard, Expense report attachment wizard, American Express receipt import wizard, and Bulk task change wizard. The wizards allow you to make bulk changes to certain aspects of related records. For example, if you were going to change the department across a large set of employees, you would use the Bulk employee change wizard.

• Administration — Perform company maintenance functions and Create own proxies.

Roles - Expenses

Options in the Expenses section relate to the Expenses application. You can select the check boxes to turn options on or off based on the role requirements. Most of the following options include either simply View or View and modify: Expense report alerts, Payment types, Expense reports, expense report layout, expense grid, reports, authorizations, and expense report reimbursements.

Also within the Expenses section are the following role options:

• Create charges from approved expense reports — This option permits charges to be created after an expense report has been approved. You must have enabled the following internal switch: Automatically bill expense items assigned to a customer when an Expense report is approved. To enable this internal switch, Creating a Support Case.

• Book approved authorizations — This option permits employees to book (i.e., create a financial transaction) for the item when the authorization is approved in OpenAir.

• Allow employee to delete (individually or in bulk) open, submitted or rejected envelopes — This option permits employees to delete any open, submitted or rejected expense reports either individually or in bulk. This features requires the following internal switch to be enabled: Administrators can delete employees envelope. To enable this internal switch, Creating a Support Case.

Roles - Timesheets

Options in the Timesheets section relate to the Timesheet application. You can select the check boxes to turn options on or off based on the role requirements. Most of the following options include either simply View or View and modify: Time types, Timesheet alerts, Ceridian payroll integration, Approved timesheets, Archived timesheets, Time off requests, Timebills from approved timesheets, Timesheet layout and rules, Reports, Adjust approved timesheets, Leave accrual transactions, Accrual rules, Run leave accrual, and View the time entry tab.

Also within the Timesheets section are the following role options:

• Create charges from approved timesheets — This option permits charges to be created after a timesheet has been approved. You must have enabled the following internal switch: Automatically bill time assigned to a customer when a timesheet is approved. To enable this internal switch, Creating a Support Case.

  Note:

  Most customers use Billing Rules to generate charges. If you use Billing Rules, this role permission is not applicable.

• Run leave accrual — This option permits employees to run the leave accrual and update leave balances. We recommend that you limit this option to account administrators and run leave accrual at a specified day and time.

• Allow employee to delete (individually or in bulk) open, submitted or rejected timesheets — This option permits employees to delete any open, submitted or rejected timesheets either individually or in bulk. This features requires the following internal switch to be enabled: Administrators can delete employees timesheets. To enable this internal switch, Creating a Support Case.

Roles - Projects

Options in the Projects section relate to the Projects application. You can select the check boxes to turn options on or off based on the role requirements. Most of the following options include either simply View or View and modify: Dashboards, Project locations, Tasks and Phases, Task types, Gantt chart layout, Reports, Project analysis, Project overview, Recognition rules, Transfers, Task cost and Billing projections, Project stages, Assignment groups, Project pricing, Baselines, Booking grid, Project alerts, Issues, Issue statuses, Issue severities, Issue sources, Issue stages, Budgets, and Unlock projects (locked by OpenAir project connector).

Also within the Projects section are the following role options:

• Hide the profitability section in the project overview.

• Create and modify project billing rules and Run project billing. We recommend you limit these options to roles of employees who control the financial aspects of projects.

• Change the project stage of a project. This option can be useful when the employee who manages a project is not the one to change the stage of the project.

• Enable the advanced booking worksheet functionality.

Roles - Workspaces

The options in the Workspace section relate to the Workspace application. You can select the check boxes to turn options on or off based on the role requirements. The options include: create, view, and modify workspaces, view account storage usage, view and modify document categories; copy, move and download documents; view reports; and view and modify workspace alerts.

Roles - Invoices

Options in the Invoices section relate to the Invoices application. You can select the check boxes to turn options on or off based on the role requirements. Most of the following options include either simply View or View and modify: Charges, Invoices, Invoice payments, Invoice layouts, Reports, Charge stages, Agreements, and Customer POs, and Change the customer PO of a charge.

Also within the Invoices section are the following role options:

• Change the charge stage of a charge — This option permits employees to change the charge stage of a previously created charge (timebill). We recommend this option be restricted to those personnel with billing responsibilities.

• Change the agreement of a charge and Change the customer PO of a charge — This option permits employees to adjust the agreement or customer PO on a charge in OpenAir. We recommend this option be restricted to those personnel with billing responsibilities.

Roles - Resources

Options in the Resources section relate to the Resources application. You can select the check boxes to turn options on or off based on the role requirements. Most of the following options include either simply View or View and modify: Skills, Booking types, Industries, Job roles, Locations, Education, Custom profiles (1-35), Profiles, Bookings, Booking grid, Booking requests, Deal booking requests, Customer engagement history, Reports, Resource options, Optional resource detail in Custom search and quick search, and Resource alerts.

Also within the Resources section are the following role options:

• Enable profile worksheet — This option permits employees to modify a profile. When enabled, a Worksheet link displays in the Resources application for any resource that the employee has access to through their Filter Sets.

• Create bookings and Customize the form used to create multiple bookings — These options allow employees to schedule a resource on a project. We recommend that you restrict this option to those in a resource or project management function within your company to avoid resource scheduling conflicts. OpenAir lets you book multiple resources at the same time as well as to customize this form to meet your needs.

• Create booking requests and Create deal booking requests — These options allow employees to request resource bookings for projects or on deals in the Opportunities application is available.

• Customize the Custom Search form — This option permits employees to customize the Custom Search form to include or exclude skills, education, custom profiles in the custom search. See Search - Resources Application and Custom Search.

Roles - Purchases

Options in the Purchases section relate to the Purchases application. You can select the check boxes to turn options on or off based on the role requirements. Most of the following options include either simply View or View and modify: Manufacturers, Purchasers, Carriers, Accounts payable locations, Receiving locations, Products, Shipping terms, Payment terms, Purchase requests, POs, Quick PO items, Fulfillments, PO layout, Reports, Reduce purchase item quantity payable, and F.O.B. locations.

Also within the Purchases section are the following role options:

• Create POs — This option permits employees to create purchase orders directly without having to submit a purchase order request.

• Create and modify non-PO purchase items — This option permits an employee to create or modify purchase items that have not been previously identified as Products within OpenAir on purchase orders.

• Create fulfillments — This option permits employees to record fulfillments against purchase orders within OpenAir.

• Can reduce purchase item quantity payable — This option permits employees to adjust the quantity to be paid on a PO within OpenAir.

Roles - Opportunities

Options in the Opportunities section relate to the Opportunities application. You can select the check boxes to turn options on or off based on the role requirements. Most of the following options include either simply View or View and modify: Create, view, and modify Deals; Estimates; Proposals; To Dos; Events; Territories; Employee locations; Business types; Customer sources; Customer sizes; Templates; Proposal layout; Reports; and Deal stages.

Also within the Opportunities section are the following role options:

• Assignments — Assign to dos to all employees, Assign events to all employees, and Assign deals to all employees

• Create charges from accepted proposals — This option permits employees to convert charges to time entries when a customer or prospect has accepted the proposal. If this is a Prospect, the prospect must be converted to a customer in order for the charges to be billable.

• Change the deal stage of a deal

Roles - Proxy Restrictions

Options in the Proxy Restrictions relate to proxy permissions. You can select the check boxes to turn options on or off based on the role requirements. Proxy permissions allow an employee to proxy or, in other words, log-in as another employee and perform actions within OpenAir as that employee. OpenAir can distinguish between a direct sign-in and a sign-in done via proxy. In addition OpenAir can distinguish the actions performed directly within a particular account and one done by a proxy.

Proxy restrictions under the Roles settings restrict what a proxied-in employee can do. Examples of proxy restrictions include: A proxy employee cannot approve timesheets, A proxy employee cannot approve their own timesheets, A proxy employee cannot approve booking requests, or A proxy employee cannot approve invoices.

Roles - Integration

Options in the Integration section relate to the QuickBooks integration functionality in the OpenAir Integration Manager, which is no longer supported.

Important:

As announced in the October 8, 2022 OpenAir Release Notes and through Proactive Feature Change Notification (PFCN), support for the QuickBooks integration functionality in OpenAir Integration Manager ended with the OpenAir 2023.1 Release on April 15, 2023. Previous versions of OpenAir Integration Manager, including any shortcuts created using Integration Manager 6.6 or earlier version, can no longer be used to exchange information between OpenAir and QuickBooks.

There are a variety of integrations with OpenAir. Employees can download some of them from your OpenAir account under Add-on services. As an account administrator, you provide an employee with Exchange Access. See Access Control.

Other integrations are enabled through an internal switch. You may need to discuss integration availability with your OpenAir account manager or OpenAir Professional Services. As an account administrator, when an integration is enabled, you generally provide employees access to it. You may want to speak with OpenAir Professional Services to understand other integration options and how to implement them in your company's account. See Account.