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Timesheet Tips
Welcome to the Timesheet Tips Page! This page provides some insight into Journyx Timesheet and may give you a fresh idea or two on how to use Timesheet to improve your organizations' business processes. Be sure to check back for more tips soon!
What do the different authorities for Custom Roles do and how can I use them to design the types of account access I need?
When designing Custom Roles under Configuration → Roles in Timesheet, you can select from the following set of account authorities: Administrator, Manager, User, Reporter, Timekeeper, Expensekeeper, Mileagekeeper and Punch User. By default, accounts with Administrator authority can see and access everything in the system regardless of Group membership*. Managers, Reporters and the "keeper" authorities are Group-scoped – meaning an account with these authorities can see and access anything in their Groups. Users and Punch Users are self-scoped and can only see their own data.
Administrators: The default login page is the system Sitemap. Administrators have access to all Management, Reporting and Configuration settings for all Groups. Administrator accounts cannot include time, expense or mileage tracking capabilities, and at this time it is not possible to strip away Administrator access to specific tabs/settings.
*Administrators belong to all Groups by definition.
Managers: The default login page varies depending upon the role abilities (e.g., Time Entry if the ability is assigned, Sitemap if not, Approvals if anything in the queue is awaiting approval). Managers can be granted access to all Reporting and Management settings for their assigned Groups. If Managers are given access to their own Entry Screens, their role must also include User authority.
Users: The default login page varies depending upon the role abilities (e.g., Time Entry if the ability is assigned, Expense Entry if not, etc.). Any role with access to any of the Entry screen tabs must include User authority (more than one authority can be combined). Users can only see their own data with the exception of Approvals when the Approver-Regular ability is assigned to their role. When Approver-Regular is combined with User authority, users can see the submitted sheets of those whom they approve in the Approvals queue.
Reporters: The default login page is the Reports → Standard Reports screen. Reporters have access to all types of reports and can report on anything in their Groups. It is possible to limit a specific account to Reporter authority some Group while granting the same account additional abilities (e.g., Manager authority) in others. This can be achieved by assigning the account to Reporter-based AND a Manager-based roles. You then assign the Reporter-based role to Group where the account should have only reporting access WHILE EXCLUDING the Manager-based role from the same Groups. Limiting abilities by Group can be used with other role combinations, but Reporter-only access to specific Groups is a common use of this functionality. If Reporters are given access to their own Entry Screens, their role must also include User authority.
Time/Expense/Mileagekeepers: The default login page is the tab that corresponds to the authority name (e.g., Timekeeping for Timekeepers). These three authorities can be combined to create an account that can create time, expense or mileage entries on behalf of users in the same Groups. If "keepers" are given access to their own Entry Screens, their role must also include User authority.
Punch Users: The default login screen is the Punch screen. Generally speaking, Punch Users are not given access to anything to in the system but the Punch screen for clocking in and out. If an account requires access to a Punch screen, Punch User authority must be assigned to that account.
