Journyx Timesheet makes use of complex group structures to organize data and control user access to specific projects, tasks, pay types, bill types, time entry screens, and many other items within Timesheet. Groups may be thought of as sets that contain one of more users and certain items that those users can access. Each user can belong to one or more groups, and each other item can also be linked to one or more groups. Groups are the ultimate control device in Timesheet and as such require particular attention. In addition to groups that the admin creates to establish the order that his organization requires, Timesheet contains one particular group that is consistent across all installations - the All group, which is discussed below.
Every installation of Timesheet contains a group named "All." This group contains each item created within Timesheet. Every non-user item must exist in this group or it may become unusable. Users may be removed from the All group once they have been place into at least one other group. To facilitate these requirements, modification of the All group has been limited by default - without making a change to the Global Preferences of Timesheet (discussed below), only users may be removed from the All group. It is highly recommended that removing users from the All group be the only changes made to it under any circumstances.
The Timesheet administrator must configure any groups that will be required by his organization to organize and maintain Timesheet to meet that organization's needs. After determining what groups will be needed, the Admin should create those groups in the Group Management Screen which is available from the main admin screen via the Group quicklink located in the upper right-hand portion of each screen in Timesheet.
The lower half of the Group Management Screen contains the interface for creating Groups.
The process of creating Groups is outlined below:
Once a group has been created, the Admin should modify that group to add all the Users, Projects, Tasks, et. al., that it will contain. Please Note: A user will have access to any item that is in at least one of the same groups as he is. This rule applies to everything within an installation of Timesheet.
Groups are modified one at a time in Timesheet. Additionally, the Timesheet Admin may choose to modify only a portion of the Group (i.e., only the Users or Projects contained within a Group) at a time or the entire Group at once. Regardless of whether the Group is being modified in part or as a whole, the overall process of modification is the same.
First, the Admin must choose which Group to modify from the list of available Groups located in the upper portion of the Group Management Screen. If the admin needs to modify each of the aspects of the Group, he should select the Group and click the Button. If the admin needs to modify only one aspect of a Group, he may select the aspect to be modified from the dropdown list located to the right of the Group's description.
Once the Group to be modified has been selected, Timesheet will display the Group Modification Screen, which the Admin may use to add or remove Users, Projects, Tasks, etc. from the currently selected Group. The process of adding and removing items from a Group is discussed below.
The Group Modification Screen is the master control center for determining which items are contained in a particular group. The two columns on this screen serve as a graphical representation of group membership. Items in the left column are "out" of this group, while items in the right column are "in" this group.
Once the desired changes have been indicated, click the Button. Timesheet will refresh the Group Modification Screen, displaying a green text message confirming that changes were made to the group in question.
If you are modifying the entire Group rather than a specific portion of it, you may also modify the Description of the Group by changing the text in the Change Description text box located at the bottom of the Group Modification Screen.
If you are modifying a specific portion of this Group (i.e., just the Users or Projects contained in this Group), a dropdown menu will be displayed at the bottom of the Group Modification Screen that will allow you to choose a different portion of this Group for modification. You may also select "All" from this menu to have Timesheet display all the portions of this Group for modification.
In the event that you need to delete an existing group in Timesheet, there are several factors that must be considered before proceeding.
After consideration has been given to deleting a specific group, you may proceed with the actual process of deleting, described below:
The Group Management Screen will refresh, displaying a green text message confirming the deletion of the group in question.