{"id":229295,"date":"2020-07-08T15:56:19","date_gmt":"2020-07-08T20:56:19","guid":{"rendered":"https:\/\/www.propertytrak.com\/site\/?p=229295"},"modified":"2023-07-14T14:44:55","modified_gmt":"2023-07-14T19:44:55","slug":"limiting-staff-access-permissions","status":"publish","type":"post","link":"https:\/\/www.propertytrak.com\/site\/limiting-staff-access-permissions\/","title":{"rendered":"Limiting Staff Access: Permissions"},"content":{"rendered":"\n\n\n\n[et_pb_section fb_built=&#8221;1&#8243; _builder_version=&#8221;4.4.9&#8243;][et_pb_row _builder_version=&#8221;4.4.9&#8243;][et_pb_column type=&#8221;4_4&#8243; _builder_version=&#8221;4.4.9&#8243;][et_pb_text _builder_version=&#8221;4.4.9&#8243; text_font=&#8221;Montserrat||||||||&#8221; hover_enabled=&#8221;0&#8243;]<div>\n<h3>Permissions<\/h3>\n<\/div>\n<p><span>Permissions are a set of access rights given to each staff user that govern access to each module: Properties, Work Orders, Staff and Positions, User Groups, Vendors, Projects. Permission levels include View, Edit, Delete, Costs, and Reports.<\/span><\/p>\n<h1>Permissions for Staff Users<\/h1>\n<h2>Permissions page for a staff user<\/h2>\n<p>Staff have access to selected modules depending on their permissions settings.<\/p>\n<p><a href=\"https:\/\/www.propertytrak.com\/blog\/wp-content\/uploads\/2013\/08\/permissions-1.png\"><img decoding=\"async\" class=\"size-full wp-image-403 lazyload\" title=\"permissions 1\" data-src=\"https:\/\/www.propertytrak.com\/blog\/wp-content\/uploads\/2013\/08\/permissions-1.png\" alt=\"Permissions are granted to staff users in a granular way\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\" \/><\/a><\/p>\n<p><a href=\"https:\/\/www.propertytrak.com\/blog\/wp-content\/uploads\/2013\/08\/permissions-1.png\"><\/a>In the above example of staff permissions, the staff user has all levels of access to all modules, but does not have the Reports item in navigation and will not see any reports.<\/p>\n<h2>Permissions level: View, Edit, Delete, Costs, Reports<\/h2>\n<p><strong>View<\/strong><span>\u00a0<\/span>is the basic permission needed to display navigation for a module, to list and view records.<\/p>\n<ul>\n<li><span>Also enables staff to see documents associated with records.<\/span><\/li>\n<li><span>Also enables staff to see tasks, equipment warranty expirations, and lease expirations.<\/span><\/li>\n<\/ul>\n<p><strong>Edit<\/strong><span>\u00a0<\/span>provides the ability to create or change objects in a module.<\/p>\n<p><strong>Delete<span>\u00a0<\/span><\/strong>gives the staff user the ability to remove objects. Delete typically is a \u2018soft delete,\u2019 which can be recovered if necessary.<\/p>\n<p><strong>Costs<\/strong><span>\u00a0<\/span>allows the staff user to see and edit budgeted time and cost fields on work orders only.<\/p>\n<ul>\n<li><span>Costs are not currently used to control access to any fields on Properties, Projects, User Groups, Tasks,\u00a0<\/span><span>Bids, or Communications.<\/span><\/li>\n<\/ul>\n<p><strong>Reports<\/strong><span>\u00a0<\/span>allows the staff user to see reports for selected modules. Some reports require multiple permissions.<\/p>\n<h2>Example: Staff with no view permissions for any modules<\/h2>\n<p><a href=\"https:\/\/www.propertytrak.com\/blog\/wp-content\/uploads\/2013\/08\/permissions-2.png\"><img decoding=\"async\" class=\"size-full wp-image-404 lazyload\" title=\"permissions 2\" data-src=\"https:\/\/www.propertytrak.com\/blog\/wp-content\/uploads\/2013\/08\/permissions-2.png\" alt=\"Example Navigation of staff user with no permissions\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\" \/><\/a><\/p>\n<ul>\n<li><span>Staff users with no permissions have a My Summary page limited to Documents and Week at a Glance.<\/span><\/li>\n<li><span>Staff have complete button to complete work orders assigned to them.<\/span><\/li>\n<li><span>Navigation shows list work orders, but not ability to create service requests.<\/span><\/li>\n<li><span>Calendar displays calendar events in their own department and common calendar events visible to staff.<\/span><\/li>\n<li><span>Communication is always available for staff to create and send messages.<\/span><\/li>\n<li><span>Documents displays documents set for staff visibility excluding any documents associated with properties, user groups, vendors, and work orders.<\/span><\/li>\n<\/ul>\n<h3><a name=\"_Toc361384024\"><\/a>Example: Staff with view permission for all modules<\/h3>\n<p><a href=\"https:\/\/www.propertytrak.com\/blog\/wp-content\/uploads\/2013\/08\/permissions-3.png\"><img decoding=\"async\" class=\"size-full wp-image-405 lazyload\" title=\"permissions 3\" data-src=\"https:\/\/www.propertytrak.com\/blog\/wp-content\/uploads\/2013\/08\/permissions-3.png\" alt=\"Example of staff user with all permissions active\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\" \/><\/a><\/p>\n<ul>\n<li><span>Staff users with all permissions have a My Summary page with all available staff modules.<\/span><\/li>\n<li><span>Calendar displays calendar events in their own department and common calendar events visible to staff.<\/span><\/li>\n<li><span>Communication is always available for staff to create and send messages.<\/span><\/li>\n<li><span>Documents displays documents set for staff visibility including records that are within any modules.<\/span><\/li>\n<\/ul>\n<p><span>Permissions: Controlling Staff Access at a Granular level<\/span><\/p>\n<p><strong><span><\/span><\/strong><\/p>\n<p><strong><span>Properties<\/span><\/strong>: Properties<span>\u00a0<\/span><span>view<\/span><span>\u00a0<\/span>is required to see the properties list. Properties<span>\u00a0<\/span><span>edit<\/span><span>\u00a0<\/span>and<span>\u00a0<\/span><span>delete<\/span><span>\u00a0<\/span>are only available to global staff with the appropriate permission level.<\/p>\n<p><strong><span><\/span><\/strong><\/p>\n<p><strong><span>Projects<\/span><\/strong>: Projects and tasks<span>\u00a0<\/span><span>view<\/span><span>\u00a0<\/span>is required to see projects.<span>\u00a0<\/span><span>Edit<\/span><span>\u00a0<\/span>is required to create and edit\u00a0<span>projects and tasks on projects.<\/span><\/p>\n<p><strong><span><\/span><\/strong><\/p>\n<p><strong><span>Work Orders<\/span><\/strong>:\u00a0<span>View<\/span><span>\u00a0<\/span>permission required to see navigation for work orders and service requests. Staff and Positions<span>\u00a0<\/span><span>view<\/span><span>\u00a0<\/span>is also required to see work orders for other staff within division and department limits.<span>\u00a0<\/span><span>Edit<\/span><span>\u00a0<\/span>is required to create work orders and service requests, approve service requests, and to complete and close work orders. \u00ad<span>Costs<\/span><span>\u00a0<\/span>enables staff to see and update cost information.<\/p>\n<p><strong><span>User Groups<\/span><\/strong><span>:<\/span><\/p>\n<ul>\n<li><span>View<\/span><span>\u00a0permission is required to see user group list of tenants and employee groups. \u00ad<\/span><\/li>\n<li><span>Edit\u00a0<\/span><span>is required to create a new user group or to invite new contacts to become group users.<\/span><\/li>\n<\/ul>\n<p><strong><span><\/span><\/strong><\/p>\n<p><strong><span>Staff and Positions<\/span><\/strong>:<\/p>\n<ul>\n<li><span>Staff and Positions are required for staff to\u00a0<\/span><span>view<\/span><span>\u00a0or\u00a0<\/span><span>edit<\/span><span>\u00a0contact details or permissions for other staff. Staff cannot edit their own contact record, division, or permissions, and can only set permissions for others that they have been given.<\/span><\/li>\n<li><span>View<\/span><span>\u00a0permission for Staff and Positions is required for staff with work order permission to see or complete work orders by other staff.<\/span><\/li>\n<\/ul>\n<p><strong><span><\/span><\/strong><\/p>\n<p><strong><span>Equipment and Assets<\/span><\/strong>: Required for viewing, creating, editing, and\/or deleting equipment records, preventive\u00a0<span>maintenance templates, manufacturer and model records.<\/span><\/p>\n<p><strong><span>Emergency<\/span><\/strong><span>:\u00a0<\/span><span>View<\/span><span>\u00a0required to list emergencies.\u00a0<\/span><span>Edit<\/span><span>\u00a0required to create or update emergencies.<\/span><\/p>\n<p><strong><span><\/span><\/strong><\/p>\n<p><strong><span>Vendors<\/span><\/strong>: \u00a0Staff need vendor<span>\u00a0<\/span><span>view<\/span><span>\u00a0<\/span>permission to see the vendor list and vendor edit to create or\u00a0<span>edit vendor companies.<\/span><\/p>\n<p><strong><span><\/span><\/strong><\/p>\n<p><strong><span>Tasks<\/span><\/strong>: \u00a0<span>Edit<\/span><span>\u00a0<\/span>required for creating and editing preventive maintenance and project tasks.<\/p>\n<p><strong><span>Bids<\/span><\/strong><span>:\u00a0<\/span><span>View<\/span><span>\u00a0required to list bids.\u00a0<\/span><span>Edit<\/span><span>\u00a0required to create and accept bid proposals.<\/span><\/p>\n<p><strong><span>Communications<\/span><\/strong><span>: Not currently used to restrict access to communication in the application.<\/span><\/p>\n<p><strong>INDIRECTLY CONTROLLED BY PERMISSIONS<\/strong><\/p>\n<p><strong><span><\/span><\/strong><\/p>\n<p><strong><span>Calendar<\/span><\/strong>:\u00a0<span>Staff see events for properties at own division and below, according to their\u00a0<\/span><span>department and events related to other modules: lease and warranty expirations, preventive maintenance and project tasks.<\/span><\/p>\n<p><strong><span>Documents<\/span><\/strong><span>:\u00a0<\/span><span>Staff can view documents associated with records which they have access to according to division level and department (if the document is set for staff visibility).<\/span><\/p>\n[\/et_pb_text][\/et_pb_column][\/et_pb_row][\/et_pb_section]\n\n\n\n","protected":false},"excerpt":{"rendered":"<p>Permissions are a set of access rights given to each staff user that govern access to each module: Properties, Work Orders, Staff and Positions, User Groups, Vendors, Projects. Permission levels include View, Edit, Delete, Costs, and Reports.<\/p>\n","protected":false},"author":10,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_et_pb_use_builder":"on","_et_pb_old_content":"","_et_gb_content_width":"1080","om_disable_all_campaigns":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"footnotes":""},"categories":[114,135],"tags":[104,112,99,108],"dipi_cpt_category":[],"class_list":["post-229295","post","type-post","status-publish","format-standard","hentry","category-corporate-headquarter","category-general","tag-facility-management","tag-management","tag-operations","tag-work-order"],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.propertytrak.com\/site\/wp-json\/wp\/v2\/posts\/229295","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.propertytrak.com\/site\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.propertytrak.com\/site\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.propertytrak.com\/site\/wp-json\/wp\/v2\/users\/10"}],"replies":[{"embeddable":true,"href":"https:\/\/www.propertytrak.com\/site\/wp-json\/wp\/v2\/comments?post=229295"}],"version-history":[{"count":4,"href":"https:\/\/www.propertytrak.com\/site\/wp-json\/wp\/v2\/posts\/229295\/revisions"}],"predecessor-version":[{"id":23417541,"href":"https:\/\/www.propertytrak.com\/site\/wp-json\/wp\/v2\/posts\/229295\/revisions\/23417541"}],"wp:attachment":[{"href":"https:\/\/www.propertytrak.com\/site\/wp-json\/wp\/v2\/media?parent=229295"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.propertytrak.com\/site\/wp-json\/wp\/v2\/categories?post=229295"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.propertytrak.com\/site\/wp-json\/wp\/v2\/tags?post=229295"},{"taxonomy":"dipi_cpt_category","embeddable":true,"href":"https:\/\/www.propertytrak.com\/site\/wp-json\/wp\/v2\/dipi_cpt_category?post=229295"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}