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. 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.

Navigate: People > List > List > Person > Roles.


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:

There are three different charts below:


Setup Quick Guide

Role TypeRole NameRole Description
AdminsAdministratorAll projects, people, cost rates, billing info
HR AdministratorPeople related Administrator access
P&R AdministratorPeople and Project related Administrator access; limited accounting access
UsersManagerApprove Timesheets and/or Expense Reports
ViewerPeople reports 
Timesheet UserCreate Timesheets
Expense UserCreate Expense Reports 
Document ManagerCan view, edit, add, and delete documents (limited by Org Access)
Document ViewerCan view documents (limited by Org Access)
UnaSource UserMust be assigned in order to plan this resource (define skills, add to resource plans) 
Project RolesProject ManagerManages all project attributes; no access to plan or assign resources 
Project ApproverTime and/or expense approval for specific projects 
Project LeadTask updates; limited Project Profile (only % complete, Hours ETC, and Hours Total)
Project ViewerAccess to Project reports
Project PO ViewerHave 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 ViewerHave 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 ViewerCan view documents related to a project and will have access to the project view page and project notes (limited by Org Access)
Billing ManagerSets up project billing configuration, post, and invoice for project organization or specific projects 
Billing ViewerAccess to billing related Project reports 
Resource PlannerCan plan resources to project organization or specific projects 
Resource AssignerCan assign resources for project organization or specific projects 
Resource RequestorAllows user to request resources via Resource Request feature 
CustomerAccess to project approvals for specific projects and three Project reports: Project Time Detail, Project Expense Detail and Actuals Summary 
Rate ManagersCost Rate ManagerCan set and update cost rate information 
Bill Rate ManagerCan set and update bill rate information
Budget RolesCost Budget ManagerCan edit Cost and Burdened Cost amounts on Budget tab
Cost Budget ViewerCan view Cost and Burdened Cost amounts on Budget tab
Bill Budget ManagerCan edit Bill amounts on Budget tab
Bill Budget ViewerCan view Bill amounts on Budget tab
Financial RolesAP UserSearch, create, and submit from Accounts Payable screens, view Orgs 
AP PosterSearch, create, submit, post, and void from Accounts Payable screens, view Orgs
AP AdminCreate and modify Bank Accounts, Payment Methods, and Vendor Orgs including Profiles, Addresses and Contacts. Create Vendor Invoices from Expense Reports 
AP ViewerAccess to AP Aging and AP Activity reports; view Orgs
AP ManagerCan approve Vendor Invoices; designated in a AP Approval Group
AR User

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

AR PosterSearch, create, submit, post, and void from Accounts Receivable screens, view Orgs
AR AdminCreate and modify Bank Accounts, Payment Methods, and Customer Orgs including Profiles, Addresses and Contacts. 
AR ViewerAccess to AR Aging and AR Activity reports; view Orgs 
GL UserSearch, create, and submit from General Ledger Journal Entry screens
GL PosterSearch, create, submit, post, and void from General Ledger Journal Entry screens 
GL AdminAdmin 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 ViewerAccess to Financial Statements, General Ledger Detail & Summary reports; access to organization and account hierarchy reporting 
GL Budget ManagerAccess to Budget imports/Exports, as well as Budget Management Screens 
PO OwnerCan 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 ViewerCan view Purchase Orders (limited by Org Access)
PurchaserCan view, create, edit, and delete Purchase Orders (limited by Org Access)
Purchase Requisition ViewerCan view Purchase Requisitions (limited by Org Access)
Purchase RequestorCan view, create, edit, and delete Purchase Requisitions (limited by Org Access)
Purchasing ManagerCan approve Purchase Requisitions and/or Purchase Orders; designated in a Purchasing Approval Group
Receiver/ApproverApprove 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/orIF PROJECT SPECIFIC ORGANIZATION ACCESS
(set up at Project - Access)
and/or

IF PROJECT ADMINISTRATOR
(
set up at Project - Administrators)

thenRESULT
AdminsAdministratorn/a
n/a
n/a

P&R Administratorn/a
n/a
n/a

HR AdministratorPerson has organizational access to organization
n/a
n/athenPerson can manage People and reporting
UsersManagerPerson has organizational access to organization
n/a
n/athenPerson can approve time and expense for users in their approval group
ViewerPerson has organizational access to organization
n/a
n/athenPerson has read only access to People reports.
Timesheet Usern/a
n/a
n/a

Expense Usern/a
n/a
n/a

Document ManagerPerson has organizational access to document organization and financial organization
n/a
n/a
Person can view, edit, add, and delete documents
Document ViewerPerson has organizational access to document organization and financial organization
n/a
n/a
Person can view documents
UnaSource Usern/a
n/a
n/a

Project RolesProject ManagerPerson has organizational access to project organizationandProject has enabled organizational administrators access for Project ManagersorPerson is explicitly defined as Project Manager for a specific ProjectthenPerson can act as Project Manager for this project
Project Approvern/a
n/a
Person is explicitly defined as Project Approver for a specific ProjectthenPerson can act as Project Approver for this project
Project Leadn/a
n/a
Person is explicitly defined as Project Lead for a specific ProjectthenPerson can act as Project Lead 
Billing ManagerPerson has organizational access to project organizationandProject has enabled organizational administrators access for Billing Managersor Person is explicitly defined as Billing Manager for a specific ProjectthenPerson can act as Billing Manager for this project
Billing ViewerPerson has organizational access to project organizationandProject has enabled organizational administrators access for Billing Viewersor Person is explicitly defined as Billing Viewer for a specific ProjectthenPerson can act as Billing Viewer for this project
Resource PlannerPerson has organizational access to person and project organizationandProject has enabled organizational administrators access for Resource PlannersorPerson is explicitly defined as Resource Planner for a specific ProjectthenPerson can plan resources to project from that person organization
Resource AssignerPerson has organizational access to person and project organizationandProject has enabled organizational administrators access for Resource AssignersorPerson is explicitly defined as Resource Assigner for a specific ProjectthenPerson can assign resources to project from that person organization
Resource RequesterPerson has organizational access to person and project organizationandProject has enabled organizational administrators access for Resource RequesterorPerson is explicitly defined as Resource Requester for a specific ProjectthenPerson can request resources to project from that person organization
Project ViewerPerson has organizational access to project organizationandProject has enabled organizational administrators access for Project Viewersor Person is explicitly defined as Project Viewer for a specific ProjectthenPerson can act as Project Viewer for this project
Project PO ViewerPerson has organizational access to project organization and owning organizationorProject has enabled organizational administrators access for Project PO ViewerorPerson is explicitly defined as Project PO Viewer for a specific ProjectthenHave read-only access to Purchase Order reports related to a project as well as the project view page and project notes
Project PR ViewerPerson has organizational access to project organization and owning organizationorProject has enabled organizational administrators access for Project PR ViewerorPerson is explicitly defined as Project PR Viewer for a specific ProjectthenHave read-only access to Purchase Order reports related to a project as well as the project view page and project notes
Project Document ViewerPerson has organizational access to project organization and owning organizationorProject has enabled organizational administrators access for Project Document ViewerorPerson is explicitly defined as Project Document Viewer for a specific ProjectthenPerson can view documents, project view page, and project notes
CustomerPerson has organizational access to project organizationandn/aor Person is explicitly defined as Customer for a specific ProjectthenCustomer can approve time and/or expense, as defined by Project Administrator settings
Rate ManagersCost Rate Managern/a
n/a
n/a

Bill Rate Managern/a
n/a
n/a

Budget RolesCost Budget Managern/a
n/a
n/a

Cost Budget Viewern/a
n/a
n/a

Bill Budget Managern/a
n/a
n/a

Bill Budget Viewern/a
n/a
n/a

Financial RolesAP Adminn/a
n/a
n/a

AP PosterPerson 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 UserPerson has organizational access to financial organization
n/a
n/a
Person can create and submit AP vendor invoices and payments; can view Orgs
AP ViewerPerson 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 Managern/a
n/a
n/a
Person can approve Vendor Invoices; designated in an AP Approval Group
AR Adminn/a
n/a
n/a

AR PosterPerson has organizational access to financial organization
n/a
n/a
Person can create, submit, post, and void AR items; can view Orgs
AR UserPerson has organizational access to financial organization
n/a
n/a
Person can create and submit AR items; can view Orgs
AR ViewerPerson 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 Adminn/a
n/a
n/a

GL Budget ManagerPerson has organizational access to financial organization
n/a
n/a
Person manages General Ledger organization budgets
GL PosterPerson has organizational access to financial organization
n/a
n/a
Person can create, submit, post, and void General Ledger journal entries
GL UserPerson has organizational access to financial organization
n/a
n/a
Person can create and submit General Ledger journal entries
GL ViewerPerson has organizational access to financial organization
n/a
n/a
Person has read only access to General Ledger reports
PO Ownern/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 ViewerPerson has organizational access to financial organization

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

n/a
n/a
Person can view Purchase Requisitions
Purchase RequestorPerson has organizational access to financial organization and person organization
n/a
n/a
Person can view, create, edit, and delete Purchase Requisitions
Purchasing Managern/a
n/a
n/a
Person can approve Purchase Requisitions and/or Purchase Orders; designated in a Purchasing Approval Group
Receiver/Approvern/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





DataApprovalResource ManagementReports Dashboards
RoleBrief Description - what they can update or viewAdminPeopleTimeExpenseProjectsDocumentsFinancialCost RatesBill RatesImport/ ExportTime/ ExpensePurchase RequisitionsPurchase OrdersVendor InvoicesPlanAssignRequestFinancialProjectProject AcctgProject Acctg (Billing)PeopleResourceUserAd Hoc - PeopleAd Hoc - ProjectHomeOrganizationsProjectPeopleForecastTimeExpenseDocumentsFinancialsAdminReports
Administrator Roles:
AdministratorAll system functions: projects, people, cost rates, billing info; post financial data







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









HR AdministratorPeople-related Administrator access























User Roles
ManagerApprove Timesheets and/or Expense Reports






























ViewerPeople reports

































Timesheet UserCreate Timesheets 






























Expense UserCreate Expense Reports






























Document ManagerCan view, edit, add, and delete documents
































Document ViewerCan view documents
































UnaSource UserMust 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 ManagerManages 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 ManagerSets up project billing configuration, post, and invoice for project organization or specific projects



























Billing ViewerAccess to billing related Project reports





























Resource PlannerCan plan resources to project organization or specific projects




























Resource AssignerCan assign resources for project organization or specific projects




























Resource RequestorAllows user to request resources via Resource Request feature






























Project ViewerAccess to Project reports






























Project PO ViewerCan view Purchase Orders






























Project PR ViewerCan view Purchase Requisitions






























Project Document ViewerCan 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 ManagerCan set and update cost rate information

































Bill Rate ManagerCan set and update bill rate information 

































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





























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































AP UserSearch, create, and submit from Accounts Payable screens, view Orgs 































AP ViewerAccess to AP Aging and AP Activity reports; view Orgs































AP ManagerApprove Vendor Invoices; designated in an AP Approval Group
































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






























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































AR User

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

































AR ViewerAccess to AR Aging and AR Activity reports; view Orgs 































GL AdminAdmin 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 ManagerAccess to Budget imports/Exports, as well as Budget Management Screens 






























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
































GL UserSearch, create, and submit from General Ledger Journal Entry screens
































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


























PO OwnerUsed to designate who is responsible for the PO


































Purchase Order Assigner

Can view, create, and edit PO assignments

































Purchase Order ViewerCan view Purchase Orders

































PurchaserCan view, create, edit, and delete Purchase Orders

































Purchase Requisition ViewerCan view Purchase Requisitions

































Purchase RequestorCan view, create, edit, and delete Purchase Requisitions

































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































Receiver/ApproverApprove 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