The customisable user access permissions were originally released in 2011. Since the release in 2011, the feedback we received from our customers has helped us further improve group permissions to fit the needs of today’s multi faceted teams.
Skylight user permission settings provide a way for you to limit access to project and it’s related data, where the user is a participant. Permission settings define what actions a user can perform i.e if the user can view tasks, add time logs, view or add documents and any other data set within that project. But before today, if the user was allowed to view tasks on a project he/she would see all tasks within that project not just his own.
The new feature adds enhanced user access permissions to Time Logs, Tasks, Invoices, Quotes and Purchase orders.
The new user access permissions are labeled as Accounting Data, Related tasks, Related Time Blocks and Related Fixed Price Items (expenses or quantity based costs) and cover the following functions.
- Allow access to tasks and time logs assigned to the user or created by them
- Allow access to invoices, quotes and purchase orders where a user is a recipient or created by them
This option works in combination with project restrictions and is available for tasks, time logs, fixed price items and accounting data.
You can still define if the user needs access to all the data incase of an admin or manager level access or they are limited to data within a project. Useful feature to have when collaborating with internal and external teams with varying business functions.
User access permissions option will allow the user to view invoices, quotes and purchase orders, where they are the recipient or have themselves created those records. Remember this option works along with Project Scope, which means users are restricted to the allowed projects. A helpful feature for agencies and organizations working with freelance suppliers.
So for example, John and Smith are working on the same project and you wish them to only view Purchase Orders that are related to them and not each others on that project. You can now achieve this level of control.
Selecting Accounting Data option works in conjunction with individual selections in Accounting section for Invoice, Quote and PO. To view this, scroll down to the Accounting section.
Here you can select what data actions a user can do; options available are add, edit, view and delete. So by selecting the Accounting Data option doesn’t mean they will have access to all the accounting data, you need to select what data model (invoice, quote or PO) and what actions are allowed (view,edit,delete,add). If this custom access permission is for supplier or a client than you might not want them to edit or delete a record but only view.
For example, If you selected Accounting Data and the Invoices (view) option, the user will only see invoices where he is the recipient, or is the creator of that record.
For companies working with freelancers who wish to allow access to Purchase Orders related to the freelancer need will only select the purchase order (view) option in the Accounting section as well as Accounting Data and Project scope.
Many clients of Skylight have teams that don’t need access to other team members tasks. Related Tasks option helps solve this by limiting Tasks to the creator and assigned user within a project.
After selecting Related Tasks, scroll down to the Task section to enable view,add,edit and delete options.
Related Time Blocks and Fixed Price Items(expenses):
Time logging feature in Skylight is one of the most used with tasks and project management. Our clients use time blocks to budget for time (which can be sent to quotes/clients) and Actual time logs that are sent to invoices.
This update now extends this feature by allowing you to restrict users access to time logs or fixed price entries assigned to them or created by them.
You must be wondering this is great but how does it affect my business or improves my business capabilities. It all depends on what you are using the system for, if it’s internal staff who need to see all the projects and relate data than may be this option does not affect you. But if you are working with external teams, freelancers and clients using Skylight project management. than this is definitely an option to consider.
Head over to Skylight knowledge base site to learn more about User Permission Groups.
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