Permissions can be setup with a role and assigned to users; this allows the account owner to control the level of access each user has within the account.
Setting Definitions & Access levels
Toggle is blue - Tabs are accessible for the user to view or edit
Toggle is off - The tab is not visible to the user
View – Allows users to go to the tab but not make any edits or updates to settings or item information
Edit – User has full access to edit and view tabs.
Below is a list of the individual permissions and what they allow each user to view or edit
Project Revision Date management > Revisions and Submissions tab
Projects > Projects tab
Specifications, areas and floors > Area tab & Specs tab
Contacts > Contacts tab (from project overview tab)
Purchase Orders > Procurement Area
Vendor, Manufacturers & Reps > Grey Vendors tab (within each project)
Vendor Labels > Label tab set up (tab is within the vendors tab on the left)
Setup tabs > All pink global tabs, including ‘Purchasing Settings’.
User and Role Management, Company Settings > Admin area tabs.
Budget > Budget tab
Project Files > In Project Overview area the project files tab.
Spec Library – The entire spec library via the link at the top of the screen.
Setting up User Roles
Setting up and assigning roles can be done before or after your account is setup and users are on the account. If you are enabling the user permissions after users have been added to the account, make sure each user has a role assigned first.
To set up the roles with permissions, click on the settings icon in the top right corner to see a link from the dropdown menu, that will take you to the Roles tab. Permissions are never activated unless you activate them by clicking on the toggle.
The toggle will enable the user permissions but not the project permissions. If roles are assigned to users on the users’ tab prior to enabling, anyone working in the account will still have access to the current default role settings.
After clicking ‘yes’, you will see a list of default roles, you can rename these or use them as is. Keep in mind as you are setting up the roles, users can have multiple roles assigned so that a hierarchy can be set up providing roles with more access than others.
The Designer Role is viewed as the entry level role; this role generally only has access to the project tabs and not the pink Setup tabs.
In some cases, Senior Designers will have multiple roles assigned, such as a ‘Design Administrator’ along with the ‘Designer’ role, so that they can have access to more areas of the account.
The roles all have default settings when enabled, you can always go in and rename or adjust the settings for areas/tabs to:
‘Hide’ – toggle is off
‘View’ – users can only see the tab but not make changes
‘Edit’ – access to the tab to view and make changes
*If Roles are assigned that give all users access to the setup tabs across multiple offices, may offer the opportunity for changes to the account setup, reports and company standards to occur. *
Assigning Roles to Users
Go to the users’ tab and check the box beside the user you would like to assign a role(s) to.
Click on ‘Assign Roles’ and select the role(s) from the pop up window.
Setting up Project Permissions
*Before enabling the project permissions feature, please ensure that all users and projects have an office location assigned, otherwise users will not be able access project information. *
Assigning Office Locations to Users
First make sure that the office location address is setup on the Company Settings tab.
Go to the users’ tab, check the box beside the users name, then the ‘Assign Office’.
*Office locations can also be updated using the above steps.
Important to Note**A user must be active on the account to have an office location assigned**
Assigning Office Locations & Setting Up Permissions for Projects
First make sure that the office location address is setup on the Company Settings tab.
Go into the project details area within the grey Project Overview tab.
Select the office location from the dropdown menu and save.
To set permissions for only one office to see the project, while in the project details, go to the access tab, and assign the same office to the project from the ‘Assigned Office’ dropdown menu.
If there are users from other projects collaborating on this project, you can also assign specific users to have access to this project, from the ‘Directly Assigned to Project’ dropdown.
For account owners and users who need access to all projects, you can grant them access on the users tab.
Click on the 3 dots beside that user’s name, here you can remove an office location and grant them access to all projects.