Custom Roles In Timesheet v5.5

 Help Contents
Journyx TimesheetTM v5.5 can be equipped with the Custom Roles optional module. This optional module will allow your organization to create new user roles based on the different role abilities that exist by default within each installation of Timesheet. This section will discuss the concept and processes associated with creating custom roles for use by your organization.

This portion of the Timesheet Owner's Manual is divided into the following sections:

  1. The Custom Roles Interface Screen
    This section will familiarize you with the layout of the Custom Roles Interface Screen.
  2. Description Of Role Abilities
    This section lists and describes each of the individual role abilities in Timesheet.
  3. Creating A Custom Role
    This section describes the process of creating a custom role.
  4. Modifying An Existing Custom Role
    This section explains how to modify an existing custom tole.
  5. Deleting A Custom Role
    This section details the process of deleting a custom role.
  6. Default Roles And The Role Abilities Possessed By Each
    This section provides a quick reference chart that displays the role abilities associated with each of the default roles that come standard with every Journyx Timesheet installation.

I. The Custom Roles Interface Screen

This section should help familiarize you with the Custom Roles Interface Screen. The screen itself is displayed below after one custom role has been created. As you can see, the screen is divided into three sections, each of which is explained immediately below.


The Three Sections Of The Custom Roles Interface Screen

II. Description Of The Role Abilities

Each role within Timesheet consists of a collection of role abilities. These role abilities determine what sort of access each individual who is assigned a specific role will have in relation to the myriad functions that Timesheet is capable of providing. This section lists and describes each of the role abilities within Timesheet v5.5.
Role Ability   Description
Approvals Management    
Approver - Regular   The Approver - Regular role ability allows the approval of Time, Mileage and Expense sheets that have been submitted to the user by others who have this user as their assigned approver.
Approver - Super   The Approver - Super role ability allows the approval of Time, Mileage and Expense sheets that have been submitted by any user within the Timesheet database.
Role Authority    
Authority - Administrator   The Authority - Administratorr role ability provides the ability to execute administrator level functions and system software adjustments, such as license key changes and global preference modifications.
Authority - Expensekeeper   The Authority - Expensekeeper role provides the ability to enter expense records for other users in same group as the user to whom this role has been assigned.
Authority - Manager   The Authority - Manager role ability provides the ability to execute manager level functions, including reporting on and modification of users who are share group membership in at least one group as the manager.
Authority - Mileagekeeper   The Authority - Mileagekeeper role provides the ability to enter mileage records for other users in same group as the user to whom this role has been assigned.
Authority - Punch User   The Authority - Punch User role ability provides the ability to use the punch screen interface.
Authority - Reporter   The Authority - Reporter role ability provides limited reporting ability without Time, Mileage or Expense Entry access.
Authority - Timekeeper   The Authority - Timekeeper role provides the ability to enter time records for other users in same group as the user to whom this role has been assigned.
Authority - User   The Authority - User role provides Time, Expense and Milage entry access to the user to whom this role has been assigned.
Button Access    
Button - Admin   Displays the Admin button in the button bar. To create a role that does not have access to the administrative functions associated with that role's Authority, do not assign this role ability to that role.
Button - Details   Displays the Details button in the button bar.
Button - Expenses   Displays the Expenses button in the button bar. To create a role that cannot access Expense Entry screens, do not assign this role ability to that role.
Button - Extra Button   Displays the Extra button, as defined in Timesheet's Global Preferences.
Button - Help   Displays the Help button in the button bar.
Button - Home Button   Displays the Home button in the button bar.
Button - Journals   Displays the Journals button in the button bar. To create a role that cannot access the Journals features of Timesheet, do not assign this role ability to that role.
Button - Logout   Displays the Logout button in the button bar.
Button - Mileage Entry   Displays the Mileage button in the button bar. To create a role that cannot access Mileage Entry screens, do not assign this role ability to that role.
Button - Password   Displays the Password button in the button bar. To create a role that prevents a user from changing his or her own password, do not assign this role ability to that role.
Button - Preference   Displays the Preferences button in the button bar. To create a role that prevents a user from changing his or her own preferences, do not assign this role ability to that role.
Button - Reports   Displays the Reports button in the button bar. To create a role that cannot access the reporting functions of Timesheet, do not assign this role ability to that role.
Button - Time Entry   Displays the Time Entry button in the button bar. To create a role that cannot access Time Entry screens, do not assign this role ability to that role.
Prior Period Adjustments (Corrections)    
Corrections - Expense   The Corrections - Expense role ability provides the user to whom this role ability has been assigned with the ability to make adjustments to previously approved Expense Entries. Changes can be made to expense records created by any user within the Timesheet database.
Corrections - Mileage   The Corrections - Mileage role ability provides the user to whom this role ability has been assigned with the ability to make adjustments to previously approved Mileage Entries. Changes can be made to mileage records created by any user within the Timesheet database.
Corrections - Time   The Corrections - Time role ability provides the user to whom this role ability has been assigned with the ability to make adjustments to previously approved Time Entries. Changes can be made to time records created by any user within the Timesheet database.
Conversions Table Maintenance    
Mileage Conversion - Controller   The Mileage Conversion - Controller role ability provides users whose role contains this role ability with the ability to create and modify Mileage conversion tables.
Currency Conversion - Controller   The Currency Conversion - Controller role ability provides users whose role contains this role ability with the ability to create and modify Currency conversion tables.
Disconnected Client Module Access    
DC - Expense   The DC-Expense role ability provides access to Disconnected Client Expense Entry forms for users whose role has been assigned this role ability. Please Note: To use any DC role abilities, your organization must have purchased the Disconnected Client optional module for Timesheet.
DC - Mileage   The DC-Mileage role ability provides access to Disconnected Client Mileage Entry forms for users whose role has been assigned this role ability. Please Note: To use any DC role abilities, your organization must have purchased the Disconnected Client optional module for Timesheet.
DC - Project   The DC-Project role ability provides access to Disconnected Client Project Creation forms for users whose role has been assigned this role ability. Please Note: To use any DC role abilities, your organization must have purchased the Disconnected Client optional module for Timesheet.
DC - Time   The DC-Time role ability provides access to Disconnected Client Time Entry forms for users whose role has been assigned this role ability. Please Note: To use any DC role abilities, your organization must have purchased the Disconnected Client optional module for Timesheet.
Projectlink Module Access    
MSProject Sync Admin   The MSProject Sync Admin role ability provides access to the Projectlink synchronization functions of Timesheet. Please Note: To use Projectlink synchronization, your organization must have purchased Projectlink for Timesheet.
MSProject Sync User   This option is reserved for use by the Journyx Professional Services Team.
Rate Reporting    
Modify Rate Report   The Modify Rate Report role ability provides users whose role contains this role ability with the ability to modify rate reports.
Run Rate Check Report   The Run Rate Check Report role ability provides users whose role contains this role ability with the ability to run the Rate Check Report in Timesheet.
Run Rate Report    The Run Rate Report role ability provides users whose role contains this role ability with the ability to run all existing rate reports within Timesheet.
Password Controls    
Password Change   The Password Change role ability allows users whose role contains this ability to change the password of other Timesheet users to whom they have access based on group membership.
Approvals Controls    
Period Approval Management   The Period Approval Management role ability provides the ability to create, modify and assign period approval templates to other Timesheet users to whom they have access based on group membership. Please Note: The Administrator authority role ability provides this functionality without having this ability assigned.
Project Controls    
Project - Add   The Project - Add role ability provides access to the Project Creation functions of Timesheet.
Project - Delete   The Project - Delete role ability provides access to the Project Deletion functions of Timesheet.
Project - Modify   The Project - Modify role ability provides access to the Project Modification functions of Timesheet.
Accountlink Access    
QuickBooks Sync Admin   The QuickBooks Sync Admin role ability provides access to the Accountlink synchronization functions of Timesheet. Please Note: To use Accountlink synchronization, your organization must have purchased Accountlink for Timesheet.
Reporting Access    
Report Creation   The Report Creation role ability allows users to whose role contains this ability to create reports in Timesheet.
Report Modification   The Report Modification role ability allows users to whose role contains this ability to modify reports in Timesheet that they have access to through group membership or individual ownership.
Scheduling    
Schedule - Create For Groups   The Schedule - Create For Groups role ability provides access to the Group Schedule Creation functions of Timesheet.
Schedule - Create For Others   The Schedule - Create For Others role ability allows a user whose role includes this ability to create schedules for other users within the Timesheet database.
Schedule - Create For Self   The Schedule - Create For Self role ability allows a user whose role contains this ability to create schedules for him- or herself.
User Controls    
User - Add   The User - Add role ability allows a user whose role includes this ability to create new users within the Timesheet database.
User - Delete   The User - Delete role ability allows a user whose role includes this ability to create delete users from the Timesheet database.
User - Modify   The User - Modify role ability allows a user whose role includes this ability to modify existing users within the Timesheet database.

III. Creating A Custom Role

With the Custom Roles optional module for Journyx Timesheet, your organization can create any number of custom roles to assign to your users. Each user in Timesheet must have a role assigned to him or her, and this role determines what level of access that user will have within Timesheet. Journyx ships a number of default roles with Timesheet; however, we understand that your organization may need one or more different roles to meet your needs. You can use the Custom Roles module to create very specific roles, or, more commonly, to create a new role that blends the abilities of two or more of the existing default roles. The process of creating a new custom role is outlined below.

  1. Enter a name for the new custom role
    Enter a name that will help you identify the new role when you see it in the drop down list of available roles when you create new users. This name may be up to 30 characters.
  2. Enter a description for the new custom role
    Enter a more detailed description of the new role. This description may be up to 60 characters.
  3. Select the role abilities for the new custom role
    Choose the role abilities that you want the new role to encompass. You must choose at least one role ability at the time of role creation. You may add others later by modifying this custom role. To select more than one role ability, simply control-click each ability you wish to add to this role.
  4. Select the Groups that should have access to the new custom role
    Choose the groups that will have the new role as part of their group structure. For more on roles and groups, please see the Groups portion of this manual. To select multiple groups, simply control-click each group you wish to have access to the new custom role.
  5. Select the users who should be assigned the new custom role
    At the time of custom role creation, you can assign this new custom role to one or more users within your organization's Timesheet installation. To assign this role to multiple users, simply control-click each user who should have this role.
  6. Indicate the override status of the new role
    Additionally, you may automatically remove any selected users from all previously assigned roles when you assign the newly created custom role to them, leaving them with just the new role assignment. To do this, click the checkbox under the Remove Selected Users From Previous Roles? checkbox.
  7. Click the Button.
Timesheet will refresh the Custom Roles Interface Screen and display a green text message confirming the creation of the new custom role. Additionally, the newly created role will be listed in the Custom Roles portion of the Custom Roles Interface Screen. The new role is now available for modification or deletion. Finally, this new role is now listed in the role assignment portion of the User creation and modification screens and can be freely assigned to any user in your organization's installation of Timesheet.

IV. Modifying A Custom Role

Custom roles that have been created in your organization's installation of Timesheet can be modified to add or remove role abilities from them.
Please Note: Timesheet will not allow you to modify a role that you yourself are currently a member of. To modify such a role, you will first need to have that role assignment removed from you.

To add or remove role abilities from an existing custom role:

  1. Click the checkbox () to the left of the role or roles you wish to modify.
  2. Control-click the role abilities you wish to add to or remove from the selected custom role(s).
  3. Click the Button.
Timesheet will refresh the Custom Roles Interface Screen, displaying a green text message confirming the modification of the custom roles in question. This modified role(s) are now available for further modification. These roles may now also be assigned to new users. Any changes that have been made to a custom role are immediately in effect for any users who have that role assigned to them.

V. Deleting A Custom Role

Custom roles that have been created in your organization's installation of Timesheet may be deleted if no longer needed and they are not currently assigned to any user. If you attempt to delete a custom role that is assigned to even one user, you will receive the following error message:

This message informs you which roles were not deleted, in the event that you have attempted to delete more than one custom role at a time.

The process of deleting a custom tole is fairly straightforward and is outlined below:

  1. Click the checkbox () to the left of the role or roles you wish to delete.
  2. Click the Button.
  3. Timesheet will display a popup window asking you to confirm that you wish to delete the selected custom role(s). Click the Button.
Timesheet will refresh the Custom Roles Interface Screen, displaying a green text message confirming the deletion of the selected custom roles. The delete custom role(s) are no longer available for use by any user within your organization's installation of Journyx Timesheet.

VI. Default Roles And The Abilities Possessed By Each In Timesheet v5.5

The table below lists each of the default roles within Timesheet v5.5 and marks each ability possessed by those roles with a green bullet yes. This table can be used to compare and contrast the default roles to help you better develop a methodology for creating custom roles.

  Administrator DC Access Manager MSProject Admin Project Manager Punch User Quickbooks Admin Reporter Schedule User Timekeeper User
Approvals Management                      
Approver - Regular     yes   yes            
Approver - Super yes                    
Role Authority                      
Authority - Administrator yes     yes     yes        
Authority - Expensekeeper                      
Authority - Manager     yes   yes            
Authority - Mileagekeeper                      
Authority - Punch User           yes          
Authority - Reporter               yes      
Authority - Timekeeper yes                 yes  
Authority - User     yes   yes yes     yes yes yes
Button Access                      
Button - Admin yes   yes   yes     yes yes yes yes
Button - Details yes   yes   yes     yes yes   yes
Button - Expenses     yes   yes       yes   yes
Button - Extra Button yes   yes   yes     yes yes yes yes
Button - Help yes   yes   yes     yes yes yes yes
Button - Home Button     yes   yes       yes yes yes
Button - Journals yes   yes   yes     yes yes   yes
Button - Logout yes   yes   yes yes   yes yes yes yes
Button - Mileage Entry     yes   yes       yes   yes
Button - Password yes   yes   yes     yes yes yes yes
Button - Preference yes   yes   yes       yes   yes
Button - Reports yes   yes   yes     yes yes yes yes
Button - Time Entry     yes   yes       yes yes yes
Prior Period Adjustments (Corrections)                      
Corrections - Expense yes                    
Corrections - Mileage yes                    
Corrections - Time yes                    
Conversions Table Maintenance                      
Currency Conversion - Controller yes                    
Mileage Conversion - Controller yes                    
Disconnected Client Module Access                      
DC - Expense   yes                  
DC - Mileage   yes                  
DC - Project   yes                  
DC - Time   yes                  
Projectlink Access                      
MSProject Sync Admin       yes              
MSProject Sync User       yes              
Rate Reporting                      
Modify Rate Report yes                    
Run Rate Check Report yes                    
Run Rate Report yes                    
Project Controls                      
Project - Add yes     yes yes   yes        
Project - Delete yes     yes yes   yes        
Project - Modify yes     yes yes   yes        
Accountlink Access                      
QuickBooks Sync Admin             yes        
Reporting Access                      
Report Creation yes   yes   yes yes   yes yes yes yes
Report Modification yes   yes   yes yes   yes yes yes yes
Password Controls                      
Password Change yes   yes yes yes   yes        
Approvals Controls                      
Period Approval Management yes                    
Scheduling                      
Schedule - Create For Groups yes   yes   yes         yes  
Schedule - Create For Others yes                 yes  
Schedule - Create For Self yes               yes    
User Controls                      
User - Add yes     yes     yes        
User - Delete yes     yes     yes        
User - Modify yes   yes yes yes yes yes yes yes yes yes