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Setting Up Permissions for Financial Entries

Permissions for forecasts and actuals are controlled with project permissions. If you want to give a user/group/unit global management of all financial entries, you would set up a Global rule, configure the project permissions to allow view, edit, and/or delete on all financial entries, and then add the rule type (user, group, or unit). You can also modify an existing global profile and add those permissions.

If you want to give a user/group/unit permission on financial entries for a specific project, then you would create a Team rule and configure the project permissions to allow view, edit, and/or delete of forecast and/or actuals. Note that you can have different team rules for different permissions - you can have team members that can view financial entries and team members that can edit financial entries.

Finally, you should decide what kind of permissions on financial entries you want project owner to have. Configure your owner profile appropriately.

For general information about profile-based permissions, see About Profile-Based Permissions and Creating Permission Profiles.

Note: Cost fields are restricted by default to users in the Internal Cost Visibility group. This means that if a user has View or Edit permission on forecasts or actuals, they will be able enter or view forecast/actual amounts, but will not be able to view those values on the project Details section unless they are member of the Internal Cost Visibility standard group. You can remove this restriction in self-serve admin.

The screenshot below reflects the areas on the Admin/Permissions page where you can configure permissions for financial entries. Instruction for creating the profiles are below.

financial_permissions_hier.png

Granting global permissions to financial entries

  1. Navigate to Admin/Permissions.
  2. Create a New profile by clicking New and then naming the profile (for this example, we'll use Global Financial Entries). Note that you can edit an existing Global profile and add the permissions from step 3.
  3. In the Permissions Hierarchy, click Project > Edit > Forecasts and Project > Edit > Actuals.
  4. Under Permission Rules, choose Add > Global, and select the user, group, or unit to assign to this profile.
  5. Click Save.

Whoever you assign to the Global Financial Entries profile will have full edit access to forecasts and actuals on every project. You can create variations of this profile - for example, you can grant global view permission to actuals and forecasts, or, global edit and delete of actuals and global view of forecasts. 

Granting financial entry permissions on a project-by-project basis (team profile)

  1. Navigate to Admin/Permissions.
  2. Create a New profile by clicking New and then naming the profile (for this example, we'll use Team Financial Entries). Note that you can edit an existing Team profile and add the permissions from step 3.
  3. In the Permissions Hierarchy, click Project > Edit > Forecasts and Project > Edit > Actuals.
  4. Under Permission Rules, choose Add > Team, and then select the project entity type.

You can add a user, group, or unit to any project along with this Team Financial Entities profile to give full edit permissions to that project's forecasts and actuals. You can create variations on this profile - for example, you can give view permission to both forecasts and actuals, or edit and delete actuals and view forecasts, and so on.

Granting financial entry permissions to project owners

  1. Navigate to Admin/Permissions.
  2. Locate the Owner profile and select it - for this example the profile is called All Owner Permissions.
  3. In the Permissions Hierarchy, click Project > Edit > Forecasts and Project > Edit > Actuals.
  4. Click Save.

With this example permission, all project owners will be able to edit forecasts and financials on the projects they own. You can modify this profile to allow only viewing financial entries, or editing forecasts and viewing actuals, and the reverse.