Access to functions and data
Access to functions and data
Roles management is located under Settings-->Manage fields and roles-->Customize system roles. Every individual who will access the system is considered a user. Users can have one of several different roles that determine what abilities and access they will have. The default roles available in the system are: User, Time User, Memorized Sheet User, Punch User, Manager, Project Manager, Reporter, Timekeeper, Group Admin, and Administrator. Keep in mind that the abilities assigned to the default roles cannot be modified. If you need to create a specialized role other than a default role, you will need to create a Custom Role.
A user has 1 or more roles, a role has 1 or more abilities.
Check the help text when you're on the 'Customize system roles' screen for more details:
A short description of every ability can be found in the help text. Here's the ability overview of v12.2 (PDF).
An Excel sheet that shows the abilities per default role (version v12.2) (Excel).
Access to items in Journyx are set up with groups. A user has access to all items that are placed in the same group (or groups). When you create a group, all default authorization roles are automatically placed in the new group. When you create a custom role you can check the box 'Add this Role to all new Groups'. It depends on your set-up whether you want all the default roles in the groups and/or if you want to add new custom roles automatically to new groups.
Here's an example to show you the importance of where you place roles in a group. In this example we have 2 groups, group 1 and group 2. There are 3 users in our mini Journyx set-up. Steve is assigned 2 roles; 'User' so he can enter time & expense data and 'Reporter' so he can run reports of all the data of all the users in the group. John and Peter have both the role 'User'. They can enter time and expense data and run reports on their own entries.
Roles, Users and Groups
As you can see in the image above, the role 'Reporter' is only present in Group 2. This means that Steve has no ' Reporter' authority in Group 1. He only has 'User' rights in Group 1. This means that he can run reports and see all the data from himself and John but he can not see the data from Peter on his reports.
Make sure that the roles that you assign to your users are also placed in the groups so that your user has access to the roles. If you don't then you will see an error message on the entry screen:
"Error 'xxxxx' is not a visible user for user ' xxxx'".
A short description of the default authorization roles (check the help text when you're on the 'Customize system roles' screen for more details).