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Manage Access

Updated

Overview

Manage Access is a powerful feature in BQE CORE that allows you to control every employee's access to activities, expenses and projects throughout the program. It ensures that confidential data is not accessible to employees who should not see it. Though it seems similar to project assignments, Manage Access is a security feature that applies to all screens, reports and functions in CORE and not just time and expense entry screens. That is why it takes precedence over the project assignments if both are implemented simultaneously and there is a conflict, unless you set the security rule of project assignments on top of Manage Access.

Manage Access results in faster interaction in CORE because data is limited to assigned projects, activities and expenses only. For example, if you assign John to work on six projects, he will only see those projects in all his Project drop-down lists throughout CORE. Click to watch this video on Manage Access in CORE.

access thumbnail.png

You can apply Manage Access restrictions selectively per screen or throughout CORE using the security permissions. CORE allows you to choose the screens where you want to implement the settings. You can apply them either fully in all screens or partially in some screens.

How To

Assign Projects to Employees

Assign Activities to Employees

Assign Expenses to Employees

Copy Manage Access Settings

Disable Manage Access

Show/Hide Columns in Grid

View Reports

Apply Filters

Mark Screen as Favorite

Assign Projects to Employees

To assign a project to an employee, watch this video or follow these steps:

  1. Open the Manage Access screen from the side menu > Settings > Access & Permissions.

    ManageAccessRowAction.png

  2. Select an employee on the grid and click dropdown-caret.png to select View Details.

  3. On the Manage Access Detail screen, choose Project in the View By drop-down.

    ManageAccessProject.png

  4. Click Add.

  5. On the Add Project dialog, select the projects to be assigned and click Add.

  6. Next, click View Modules to select the screens where you want Manage Access to get implemented, say Time Entry, Budget, Fee Schedule, etc. If you do not select any screen here, Manage Access will not be implemented anywhere.

Now you will be able to view only assigned projects in the drop-down lists of all the selected screens.

Assign Activities to Employees

To assign an activity item to an employee, watch this video or follow these steps:

  1. Open the Manage Access screen from the side menu > Settings > Access & Permissions.

    ManageAccessRowAction.png

  2. Select an employee on the grid and click dropdown-caret.png to select View Details.

  3. On the Manage Access Detail screen, choose Activity Items in the View By drop-down.

    ManageAccessActivity.png

  4. Click Add.

  5. On the Add Activity Items dialog, select the relevant items and click Add. All the selected items get assigned to the employee.

  6. You can change the Billable status for each item on the grid, if needed. Click Done.

  7. Next, click View Modules to select the screens where you want Manage Access to get implemented, say Time Entry, Budget, Fee Schedule, etc. If you do not select any screen here, Manage Access will not be implemented anywhere.

Now you will be able to view only assigned activity items in the drop-down lists of all the selected screens.

Assign Expenses to Employees

To assign an expense to an employee, watch this video or follow these steps:

  1. Open the Manage Access screen from the side menu > Settings > Access & Permissions.

    ManageAccessRowAction.png

  2. Select an employee on the grid and click dropdown-caret.png to select View Details.

  3. On the Manage Access Detail screen, choose Expense Items in the View By drop-down.

    ManageAccessExpense.png

  4. Click Add.

  5. On the Add Expense Items dialog, select the relevant items and click Add. All the selected items get assigned to the employee.

  6. You can change the Billable status for each item on the grid, if needed. Click Done.

  7. Next, click View Modules to select the screens where you want Manage Access to get implemented, say Expense Entry, Budget, Fee Schedule, etc. If you do not select any screen here, Manage Access will not be implemented anywhere.

Now you will be able to view only assigned expense items in the drop-down lists of all the selected screens.

Copy Manage Access Settings

Sometimes managers make changes to certain employee assignments and there might be other employees that have a similar requirement. To handle such scenarios, CORE allows you to copy the existing Manage Access settings to other employees to save both time and effort.

To copy the Manage Access settings to another employee, watch this video or follow these steps:

  1. Open the Manage Access screen from the side menu > Settings > Access & Permissions.

    ManageAccessCopy.png

  2. Click Copy Assignments on the top-right.
  3. On the Copy Assignments dialog, select the employee in the Copy From drop-down whose settings you want to copy.
  4. Next, select the employees to whom you want to copy these settings.
  5. Check the option to 'Replace existing assignments when copied' if you want to overwrite any existing settings.
  6. Click Copy.

Disable Manage Access Settings

To disable access settings for an employee in CORE, watch this video or follow these steps:

  1.  Open the Manage Access screen from Settings > Access & Permissions.

    Manage Access 1.png

  2. Click on an employee on the grid to open the Manage Access Detail screen. You can see a list of screens where access management is applied for the employee. If you do not see the list, click View Modules to make it visible.

    Manage Access 2.png

  3. Deselect the features where you do not want access management to be applied for that employee. Click Uncheck All if you want to deselect all the screens.

    Manage Access 3.png

  4. Click Update Modules on the top-right to save the changes.

Show/Hide Columns in Grid

You can configure the fields or columns that appear on the grid in the list view. You can hide or show columns, and sort the order of columns according to your requirements.

To do so, watch this video or follow these steps:

  1. Open the Manage Access screen from the side menu > Settings > Access & Permissions.

    ManageAccessMoreMenu.png

  2. In the list view, click More > Show/Hide Columns.
  3. Select or un-select the column names in the drop-down list, say Manager.
  4. Next, click the column name you want to sort the data by, say Title.
  5. Click once for ascending order (A-Z) and twice for descending order (Z-A).

Note: You can resize the column widths on the grid and then reset them, if needed (More > Reset Column Widths).

You can also check the detailed video on navigation and customizing grids in CORE.

View Reports

To view a report, watch this video or follow these steps:

  1. Open the Manage Access screen from the side menu > Settings > Access & Permissions.

    ManageAccessReports.png

  2. In the list view, click More > View Reports.
  3. Select a report from the Report List dialog. It opens in the viewer.
  4. Preview the report and then choose to export or print it.

You can also check the detailed video on running and managing reports in CORE.

Apply Filters

To view selective data on the grid, watch this video or follow these steps:

  1. Open the Manage Access screen from the side menu > Settings > Access & Permissions.

    ManageAccessFilter.png

  2. In the list view, click filters-01.png on the right.
  3. On the Filters panel, select a filter from the drop-down and specify individual records or range.
  4. Click Add Filters to specify more filters.
  5. When you have finished, click Apply Filter. You can see selective data now.
  6. In the list view, you can remove the individual filters by clicking remove-01.png on each. To disable applied filters temporarily or remove all filters, click filter_icon.png next to the Filters icon and select Disable Filters or Clear All, respectively.

You can also check the detailed video on applying filters in CORE.

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in CORE as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in CORE from User Settings.

To mark this screen as your favorite, watch this video or follow these steps:

  1. Open the Manage Access screen from the side menu > Settings > Access & Permissions.

    Manage_Access_-Mark_as_Fav.png

  2. Click favorites.png on the top-right.
  3. You can access this screen from the side menu under Favorites.

You can also check the detailed video on marking screens as favorite in CORE.

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