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Introduction:  Unanet controls what a user can see and do through a combination of role and access settings. 

Description:  Roles are set in the Roles tab of a Person Profile (Person > Roles).

Roles define what a user has the potential to do, and are set within a person's user profile. A user's access defines what a person can do under a specific role. It is very important to understand that by default, merely by giving someone a role does not grant them permission to see or do anything (this default behavior can be reversed, but most often companies prefer to start out granting zero access and expanding that as necessary, versus starting out granting all access and narrowing that down). Once the role is granted, then permission must be specified via a combination of Organization Access and Project Administrators. It is the combination of roles and access that open up what a user can see and do in Unanet.

Examples:

Let's take the example of a Unanet role called Project Viewer. The role of Project Viewer allows a person to run Project reports. However, a person given the role of Project Viewer must also be given access to projects before they can review project reports. Access to projects may be granted to Project Viewers via Organization Access in the Person Profile, or otherwise more narrowly via Project Profile in the Project Administrator area.  

Roles and alternate roles determine what functionality a user will have access to in the application (e.g., the Manager role to approve time and expense, the Project Manager role to manage projects, Cost Rate Manager to view cost rates). All of your employees who charge labor hours to a timesheet will be given the Timesheet User role.

More detailed information on Roles is outlined in the Help Documentation on the Person profile: Help Docs - Manage People Profile.



NOTE: certain Financial roles CANNOT be restricted at an organizational level.  Financial Poster & User roles are granted at the Legal Entity level.


Roles Quick Guide:

 Click here for the Roles Quick Guide

There are three different charts below:


Setup Quick Guide

Role Type Role Name Role Description
Admins Administrator All projects, people, cost rates, billing info
HR Administrator People related Administrator access
P&R Administrator People and Project related Administrator access; limited accounting access
Users     Manager Approve Timesheets and/or Expense Reports
Viewer People reports 
Timesheet User Create Timesheets  
Expense User Create Expense Reports 
Document Manager Can view, edit, add, and delete documents (limited by Org Access)
Document Viewer Can view documents (limited by Org Access)
UnaSource User Must be assigned in order to plan this resource (define skills, add to resource plans) 
Project Roles           Project Manager Manages all project attributes; no access to plan or assign resources 
Project Approver Time and/or expense approval for specific projects 
Project Lead Task updates; limited Project Profile (only % complete, Hours ETC, and Hours Total)
Project Viewer Access to Project reports
Project PO Viewer Have read-only access to Purchase Order reports related to a project as well as the project view page and project notes (limited by Org Access)
Project PR Viewer Have read-only access to Purchase Requisition reports related to a project as well as the project view page and project notes (limited by Org Access)
Project Document Viewer Can view documents related to a project and will have access to the project view page and project notes (limited by Org Access)
Billing Manager Sets up project billing configuration, post, and invoice for project organization or specific projects 
Billing Viewer Access to billing related Project reports 
Resource Planner Can plan resources to project organization or specific projects 
Resource Assigner Can assign resources for project organization or specific projects 
Resource Requestor Allows user to request resources via Resource Request feature 
Customer Access to project approvals for specific projects and three Project reports: Project Time Detail, Project Expense Detail and Actuals Summary 
Rate Managers Cost Rate Manager Can set and update cost rate information 
Bill Rate Manager Can set and update bill rate information  
Budget Roles Cost Budget Manager Can edit Cost and Burdened Cost amounts on Budget tab
Cost Budget Viewer Can view Cost and Burdened Cost amounts on Budget tab
Bill Budget Manager Can edit Bill amounts on Budget tab
Bill Budget Viewer Can view Bill amounts on Budget tab
Financial Roles              AP User Search, create, and submit from Accounts Payable screens, view Orgs 
AP Poster Search, create, submit, post, and void from Accounts Payable screens, view Orgs
AP Admin Create and modify Bank Accounts, Payment Methods, and Vendor Orgs including Profiles, Addresses and Contacts.  Create Vendor Invoices from Expense Reports 
AP Viewer Access to AP Aging and AP Activity reports; view Orgs
AP Manager Can approve Vendor Invoices; designated in a AP Approval Group
AR User

Search, create, and submit from Accounts Receivable screens, view Orgs  

AR Poster Search, create, submit, post, and void from Accounts Receivable screens, view Orgs
AR Admin Create and modify Bank Accounts, Payment Methods, and Customer Orgs including Profiles, Addresses and Contacts. 
AR Viewer Access to AR Aging and AR Activity reports; view Orgs 
GL User Search, create, and submit from General Ledger Journal Entry screens
GL Poster Search, create, submit, post, and void from General Ledger Journal Entry screens 
GL Admin Admin setup access to Accounts, Budget Names, Budget Profiles, Cost elements, Cost Pool Groups, Cost Structures, Fiscal Years, Payment Methods and Posting Groups; Perform cost pool calculations, bank reconciliations, labor and expense cost posts, and close fiscal periods.
GL Viewer Access to Financial Statements, General Ledger Detail & Summary reports; access to organization and account hierarchy reporting 
GL Budget Manager Access to Budget imports/Exports, as well as Budget Management Screens 
PO Owner Can be used to designate who is responsible for the PO (note this role is not assigned; it is obtained when the user is assigned as a PO Owner on a PO) and does not give access to PO list page, reports, etc.
Purchase Order Assigner  Can view, create, and edit Purchase Order assignments (limited by Org Access)
Purchase Order Viewer Can view Purchase Orders (limited by Org Access)
Purchaser Can view, create, edit, and delete Purchase Orders (limited by Org Access)
Purchase Requisition Viewer Can view Purchase Requisitions (limited by Org Access)
Purchase Requestor Can view, create, edit, and delete Purchase Requisitions (limited by Org Access)
Purchasing Manager Can approve Purchase Requisitions and/or Purchase Orders; designated in a Purchasing Approval Group
Receiver/Approver Approve Vendor Invoices related to Purchase Order where they are assigned as Receiver/Approver (note this role is not assigned; it is obtained when the user is assigned as a Receiver/Approver on a PO)




Org & Project Access

ROLE*
(set up at Person Profile - Roles)
IF ORGANIZATION ACCESS
(set up at Person Profile - Org Access)
and/or IF PROJECT SPECIFIC ORGANIZATION ACCESS
(set up at Project - Access)
and/or

IF PROJECT ADMINISTRATOR
(
set up at Project - Administrators)

then RESULT
Admins Administrator n/a
n/a
n/a

P&R Administrator n/a
n/a
n/a

HR Administrator Person has organizational access to organization
n/a
n/a then Person can manage People and reporting
Users Manager Person has organizational access to organization
n/a
n/a then Person can approve time and expense for users in their approval group
Viewer Person has organizational access to organization
n/a
n/a then Person has read only access to People reports.
Timesheet User n/a
n/a
n/a

Expense User n/a
n/a
n/a

Document Manager Person has organizational access to document organization and financial organization
n/a
n/a
Person can view, edit, add, and delete documents
Document Viewer Person has organizational access to document organization and financial organization
n/a
n/a
Person can view documents
UnaSource User n/a
n/a
n/a

Project Roles Project Manager Person has organizational access to project organization and Project has enabled organizational administrators access for Project Managers or Person is explicitly defined as Project Manager for a specific Project then Person can act as Project Manager for this project
Project Approver n/a
n/a
Person is explicitly defined as Project Approver for a specific Project then Person can act as Project Approver for this project
Project Lead n/a
n/a
Person is explicitly defined as Project Lead for a specific Project then Person can act as Project Lead 
Billing Manager Person has organizational access to project organization and Project has enabled organizational administrators access for Billing Managers or  Person is explicitly defined as Billing Manager for a specific Project then Person can act as Billing Manager for this project
Billing Viewer Person has organizational access to project organization and Project has enabled organizational administrators access for Billing Viewers or  Person is explicitly defined as Billing Viewer for a specific Project then Person can act as Billing Viewer for this project
Resource Planner Person has organizational access to person and project organization and Project has enabled organizational administrators access for Resource Planners or Person is explicitly defined as Resource Planner for a specific Project then Person can plan resources to project from that person organization
Resource Assigner Person has  organizational access to person and project organization and Project has enabled organizational administrators access for Resource Assigners or Person is explicitly defined as Resource Assigner for a specific Project then Person can assign resources to project from that person organization
Resource Requester Person has organizational access to person and project organization and Project has enabled organizational administrators access for Resource Requester or Person is explicitly defined as Resource Requester for a specific Project then Person can request resources to project from that person organization
Project Viewer Person has organizational access to project organization and Project has enabled organizational administrators access for Project Viewers or  Person is explicitly defined as Project Viewer for a specific Project then Person can act as Project Viewer for this project
Project PO Viewer Person has organizational access to project organization and owning organization or Project has enabled organizational administrators access for Project PO Viewer or Person is explicitly defined as Project PO Viewer for a specific Project then Have read-only access to Purchase Order reports related to a project as well as the project view page and project notes
Project PR Viewer Person has organizational access to project organization and owning organization or Project has enabled organizational administrators access for Project PR Viewer or Person is explicitly defined as Project PR Viewer for a specific Project then Have read-only access to Purchase Order reports related to a project as well as the project view page and project notes
Project Document Viewer Person has organizational access to project organization and owning organization or Project has enabled organizational administrators access for Project Document Viewer or Person is explicitly defined as Project Document Viewer for a specific Project then Person can view documents, project view page, and project notes
Customer Person has organizational access to project organization and n/a or  Person is explicitly defined as Customer for a specific Project then Customer can approve time and/or expense, as defined by Project Administrator settings
Rate Managers Cost Rate Manager n/a
n/a
n/a

Bill Rate Manager n/a
n/a
n/a

Budget Roles Cost Budget Manager n/a
n/a
n/a

Cost Budget Viewer n/a
n/a
n/a

Bill Budget Manager n/a
n/a
n/a

Bill Budget Viewer n/a
n/a
n/a

Financial Roles AP Admin n/a
n/a
n/a

AP Poster Person has organizational access to financial organization
n/a
n/a
Person can create, submit, post, and void AP vendor invoices and payments; can view Orgs
AP User Person has organizational access to financial organization
n/a
n/a
Person can create and submit AP vendor invoices and payments; can view Orgs
AP Viewer Person has organizational access to financial organization
n/a
n/a
Person has read only access to AP reports; can view Accounts and Orgs from reports dashboard
AP Manager n/a
n/a
n/a
Person can approve Vendor Invoices; designated in an AP Approval Group
AR Admin n/a
n/a
n/a

AR Poster Person has organizational access to financial organization
n/a
n/a
Person can create, submit, post, and void AR items; can view Orgs
AR User Person has organizational access to financial organization
n/a
n/a
Person can create and submit AR items; can view Orgs
AR Viewer Person has organizational access to financial organization
n/a
n/a
Person has read only access to AR reports; can view Accounts and Orgs from reports dashboard
GL Admin n/a
n/a
n/a

GL Budget Manager Person has organizational access to financial organization
n/a
n/a
Person manages General Ledger organization budgets
GL Poster Person has organizational access to financial organization
n/a
n/a
Person can create, submit, post, and void General Ledger journal entries
GL User Person has organizational access to financial organization
n/a
n/a
Person can create and submit General Ledger journal entries
GL Viewer Person has organizational access to financial organization
n/a
n/a
Person has read only access to General Ledger reports
PO Owner n/a
n/a
n/a
Person can be designated as being responsible for the PO
Purchase Order Assigner  Person has organizational access to financial organization and person organization

n/a
n/a
Person can view, create, and edit Purchase Order assignments
Purchase Order Viewer Person has organizational access to financial organization

n/a
n/a
Person can view Purchase Orders
Purchaser Person has organizational access to financial organization
n/a
n/a
Person can view, create, edit, and delete Purchase Orders
Purchase Requisition Viewer Person has organizational access to financial organization and person organization

n/a
n/a
Person can view Purchase Requisitions
Purchase Requestor Person has organizational access to financial organization and person organization
n/a
n/a
Person can view, create, edit, and delete Purchase Requisitions
Purchasing Manager n/a
n/a
n/a
Person can approve Purchase Requisitions and/or Purchase Orders; designated in a Purchasing Approval Group
Receiver/Approver n/a
n/a
n/a
Person must approve Vendor Invoices related to Purchase Order where they are assigned as Receiver/Approver




Roles Comparison

LEGEND
Full Access
○ Partial View / Access 

No Access





Data Approval Resource Management Reports  Dashboards
Role Brief Description - what they can update or view Admin People Time Expense Projects Documents Financial Cost Rates Bill   Rates Import/ Export Time/ Expense Purchase Requisitions Purchase Orders Vendor Invoices Plan Assign Request Financial Project Project Acctg Project Acctg (Billing) People Resource User Ad Hoc - People Ad Hoc - Project Home Organizations Project People Forecast Time Expense Documents Financials Admin Reports
Administrator Roles:                                 
Administrator All system functions: projects, people, cost rates, billing info; post financial data







P&R   Administrator People and Project related Administrator access; limited Financials access









HR   Administrator People-related   Administrator access























User Roles                                 
Manager Approve Timesheets and/or Expense Reports






























Viewer People reports

































Timesheet User Create Timesheets 






























Expense User Create Expense Reports






























Document Manager Can view, edit, add, and delete documents
































Document Viewer Can view documents
































UnaSource User Must be assigned in order to plan this resource (define skills, add to resource plans)































Project Roles: These can be set up for access across project organization(s) or for individual projects only (exceptions* set up by individual projects only).                    
Project Manager Manages all project attributes; no access to plan or assign resources



























Project Lead* Task updates; limited Project Profile (only % complete, Hours ETC, Hours Total)































Project Approver* Time and/or expense approval for specific projects































Billing Manager Sets up project billing configuration, post, and invoice for project organization or specific   projects



























Billing Viewer Access to billing related Project reports





























Resource Planner Can plan resources to project organization or specific projects




























Resource Assigner Can assign resources for project organization or specific projects




























Resource Requestor Allows user to request resources via Resource Request feature






























Project Viewer Access to Project reports






























Project PO Viewer Can view Purchase Orders






























Project PR Viewer Can view Purchase Requisitions






























Project Document Viewer Can view documents related to a project





























Customer* Access to project approvals for specific projects and three Project reports: Project   Time Detail, Project Expense Detail and Actuals Summary































Rate Managers: These add rate info to relevant reports, depending on other roles assigned (Ex: Manager, Project Manager, Project Lead, Project Approver, Project Viewer, Resource Planner, Resource Assigner, and Viewer; Rate Manager).          
Cost Rate Manager Can set and update cost rate information

































Bill Rate Manager Can set and update bill rate information 

































Financial Roles                                 
AP Admin Create and modify Bank Accounts, Payment Methods, and Vendor Orgs including Profiles, Addresses and Contacts.  Create Vendor Invoices from Expense Reports 





























AP Poster Search, create, submit, post, and void from Accounts Payable screens, view Orgs































AP User Search, create, and submit from Accounts Payable screens, view Orgs 































AP Viewer Access to AP Aging and AP Activity reports; view Orgs































AP Manager Approve Vendor Invoices; designated in an AP Approval Group
































AR Admin Create and modify Bank Accounts, Payment Methods, and Customer Orgs including Profiles, Addresses and Contacts. 






























AR Poster Search, create, submit, post, and void from Accounts Receivable screens, view Orgs































AR User

Search, create, and submit from Accounts Receivable screens, view Orgs  

































AR Viewer Access to AR Aging and AR Activity reports; view Orgs 































GL Admin Admin setup access to Accounts, Budget Names, Budget Profiles, Cost elements, Cost Pool Groups, Cost Structures, Fiscal Years, Payment Methods and Posting Groups; Perform cost pool calculations, bank reconciliations, labor and expense cost posts, and close fiscal periods.




























GL Budget   Manager Access to Budget imports/Exports, as well as Budget Management Screens 






























GL Poster Search, create, submit, post, and void from General Ledger Journal Entry screens 
































GL User Search, create, and submit from General Ledger Journal Entry screens
































GL Viewer Access to Financial Statements, General Ledger Detail & Summary reports; access to organization and account hierarchy reporting 


























PO Owner Used to designate who is responsible for the PO


































Purchase Order Assigner

Can view, create, and edit PO assignments

































Purchase Order Viewer Can view Purchase Orders

































Purchaser Can view, create, edit, and delete Purchase Orders

































Purchase Requisition Viewer Can view Purchase Requisitions

































Purchase Requestor Can view, create, edit, and delete Purchase Requisitions

































Purchasing Manager Can approve PRs and/or POs; designated in a Purchasing Approval Group































Receiver/Approver Approve Vendor Invoices related to Purchase Order where they are assigned as Receiver/Approver



































Additional Information:

KC - Webinar - Roles and Organizational Access

KC - Quick Topic - Org Access, Roles, and Data in Reports

Help Docs - Manage People Profile

Roles - Import and Export capabilities.xlsx


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