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Planview Customer Success Center

Setting Up Permissions for Project Financials

Note that the Financial Summary feature referenced in this topic is targeted for Beta July 2020. All permissions for the Financial Summary feature will be in Beta status.

Note: You must be a member of the Admin standard group to configure profile-based permissions.

Note: The "Forecasts" entity can be renamed (see Configure General Financial Summary Settings) and might not match this documentation. 

The project Financials section is home to the project financial Summary tab and the project financial Entries tab. Access to both tabs is controlled by a combination of project permissions and the project category. To make the project Financials section available for a project category, you must select either the Financial Summary section and/or the Financial Entries section for the category. If you are not seeing a Financials section, then it is not configured as part of the current project category or you do not have permissions to view any tab. 

Assuming the presence of the project Financials section:

  • to view the project financial Entries tab you must have at least Project > View > Forecasts and/or Project > View > Actuals
  • to view the project financial Summary tab you must have at least Project > View > Financial Summary permission 
  • the permissions can be granted globally, per category, or per project
  • if you do not have any permissions on financial Entries or financial Summary, you will not see the project Financials tab, even if Financial Entries and/or Financial Summary is included in the category

Project Owner Permissions

You should consider what kind of permissions on project financials you want your project owners to have. As noted in Implied Permissions for Entity Owners, entity owners, such as project owners, have a certain permissions that cannot be taken away (for example, view/edit Details fields). However, you can augment entity owner permissions. For example, you might want to give all project owners permission to View the summary structure in the financial Summary tab for the projects they own, and View/Edit the forecasts/actuals in the Entries tab for the projects they own. Or, perhaps you want project owners to have full Edit rights on the Summary structure for projects they own. Configure your owner profile appropriately.

To augment owner permissions to include access to the financial Summary and/or financial Entries for the projects they own:

  1. Locate an Owner profile, or create a new one, and add the Owner rule.
  2. Select the permissions (or additional permissions) from the permissions tree you wish to grant project owners.
  3. Save.

Permission to View Cost Fields

Financial Entries - The ability to view cost fields and associated rates tables (for example, Scheduled Cost, Timesheet Actual Cost) is not driven by profile permissions, but instead is controlled by membership in the Internal Cost Visibility (ICV) standard group. This means that if a user has Project > View > Forecasts/Actuals or Project > Edit > Forecasts/Actuals permission but is not a member of the ICV group, they will be able enter or view forecast/actual amounts, but will not be able to view those values on the project Details section.

Financial Summary - The ability to view cost-related information on the financial Summary is controlled by project permissions: any users who have project  View > Financial Summary permission can see all cost-related data on the financial Summary. To see cost-related information in other parts of the system, users must be members of the Internal Cost Visibility group. As mentioned above in Project Owner Permissions, take care to consider what permissions you wish to grant project owners with regard to the financial Summary - if you do not want them to view cost-related information, make sure that any profile in which they are included, whether the Owner profile or elsewhere, does not include Project > View > Financial Summary permission.

Other Permission Scenarios

For general information about profile-based permissions, see About Profile-Based Permissions and Creating Permission Profiles. For each scenario below, an example permissions tree is shown.

Scenario 1:

To give a user/group/unit global management of all things financial (entries and summary):

  • create a profile (or edit an existing profile)
  • add a Global rule
  • select a user, group, or unit to complete the rule
  • configure the project permissions tree to allow view, edit, and/or delete on all Forecasts, Actuals, and Financial Summary (you are not required to grant all permissions or to view both tabs - choose what is appropriate for your organization).
  • save

perm_tree_all.png

Scenario 2:

To give a user/group/unit management of all things financial for one specific project (entries and summary):

  • create a profile (or edit an existing profile)
  • add a Team rule
  • select the Project entity type from the Add Permission Rule popup
  • configure the project permissions tree to allow view, edit, and/or delete on all Forecasts, Actuals, and Financial summary (you are not required to grant all permissions or to view both tabs - choose what is appropriate for your organization)
  • navigate to the specific project's Team tab
  • add a user, group, or unit to the Team and select the permission profile you just created/edited

Note that you can create different profiles to give different permissions to members of the same team - for example, some team members can edit financial entries or the summary structure, some cannot.

perm_team.png

Scenario 3:

To give a user/group/unit management of all things financial for all projects of a certain category:

  • create a profile (or edit an existing profile)
  • add a Global rule
  • select a user, group, or unit to complete the rule
  • navigate to the project category in the permissions tree
  • in the specific category section, configure the project permissions tree to allow view, edit, and/or delete on all Forecasts, Actuals, and Financial Summary (you are not required to grant all permissions or to view both tabs - choose what is appropriate for your organization)
  • save

perm_tree_category.png