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Project Management > Documentation > Project Management > Authorization and filtering

Timesheet Authorization using groups

Employees are always a member of one group. The group in which an employee resides determines what screens are available to him or her when the employee is logged in. 

Included groups

By default, the following four groups are included in the base Timesheet installation although all groups have flexible authorization settings.

ADMINISTRATOR

This group has access to all screens of the WATCH Timesheet application.

USER

This group has access to the following functionality:

  • registering own hours;
  • reporting own hours;
  • searching own hours;
  • changing own password;
  • user settings;
  • Online help for all screens in this group.

MANAGER

This group has access to the following functionality:

  • registering own hours;
  • reporting own hours and hours of their own employees*;
  • search own hours and hours of their own employees*;
  • admin pages for managing own employees*;
  • validation pages to validate the hours of their own employees*;
  • changing own password;
  • user settings;
  • online help for all screens in this group.

*own employees are employees that have the logged in person as their manager.

PROJECT

This group has access to the following functionalities:

  • registering own hours;
  • reporting of own hours and hours of their project staff*;
  • searching of own hours and hours of their project staff*;
  • Admin pages for managing their own projects;
  • validation pages to validate hours of their own projects;
  • changing own password;
  • user settings;
  • online help for all screens in this group.

* Project staff are employees that work on projects where the logged in person is the project leader.

Note: The above groups serve merely as examples. These groups can be modified or removed and new groups can be created.

Filtering in the pages

The group in which an employee is assigned determines what pages are available when the employee is logged into the system. What exactly is shown in these pages depends on the filtering that is set for the logged in employee.

Filter Options

There are three filtering options for users of the system. These filters are applied to a number of pages but not to all pages. In the top left corner of the screen can be seen when a filter is active and which filter it is.

manager filter

When the manager filter is active, a number of admin pages and reports will only the employees the logged in user is actively managing are shown.

project leader filter

When the project leader filter is active a number of reports and admin pages only display information concerning projects and project elements where the logged in user is the project leader.

own hours filter

If the own hours filter is active, some reports will only show the hours of the logged in user.

Filter Levels

Which filters are used for which employee may be defined on multiple levels.

Group

For each group (Timesheet> Administration> Groups) the filter that will apply to all members of this group can be selected from the list:

  • unfiltered;
  • manager filter;
  • project leader filter;
  • own hours filter.

The filter field is a required field in the group admin page. If the filter is only set at the group level, the selected value will be used for all the employees who are members of this group on pages where the filters are applicable.

Employee level

In the employee admin page (Timesheet> Administration> Employee) the filter can also be chosen and is not a required field. If the filter field is left blank, then the group level value is used. If a value is selected in the employee page, than that value will overrule the group level filter value.

Overrule at page level

It is also possible to overrule the filter settings defined on the group or employee level for certain pages in the application.

If, for example, in a group the project leader filter is selected, but for a certain report a different filter is required, we can overrule the group level filter. This is done by selecting an alternative filter for the intended page on the group tab of the “Timesheet > Hour registration by employee > Overrule filter page”

Within this overrule filter page the employee level overrule setting outweighs the group level overrule setting

Logic

In summary, when determining the filter that should be applied to a page, the following logic should be used:

1) Is there filter overrule data on the employee level for the logged in employee for the current page?

If so, use this filter
If not, go to Step 2

2) Is there filter overrule data on the group level for the group of the logged in employee for the current page?

If so, use this filter
If not, go to Step3

3) Is there a filter set at the employee level?

If so, use this filter
If not, go to Step 4

4) Use the filter setting of the group of the logged in user.