Project Setup
      Back to home
      1. Knowledge Base
      2. Project Setup

      What are Permissions

      Read/Write access within FACS is controlled by Roles, Groups and Permissions.

      Roles

      Each user is assigned a default Role in the system. The Role can vary by project. The Role controls access to menu options (RFIs, Submittals, Users, File Cabinet). Roles are binary - they either allow access to a menu button or do not allow access.
       The number of Roles, and the Services they allow access to, is controlled by the System Administrator. There is no limit to the number of Roles that can exist in the Platform. 
      In the example table above, the Role of Contractor (far right column) does not have access to any of the Services listed. Users who log into the Platform with a role equal to Contractor would not see the Archive or BMP menu buttons. A User with the role equal to Project Admin would see the Archive and BMP menu buttons.
       

      Groups

      Once a user has access to a menu button as granted by their Role, then their Group determines the level of access within that menu area. Users can belong to one or more Groups at a time. Groups are designed to recreate real world organizational structures dynamically. The Groups are:
      • Account - billing entity the Entry Creator belongs to
      • Project - all Users who belong to a project
      • Creator - User who creates an Entry
      • Approving Manager - User who is set as the Approving Manager for the creator of an Entry
      • Company - all Users who belong to the same Company as the creator of an Entry
      • Sharing - a User who has been added to the Address list on an Entry
      • BIC - User who populates the BIC field within an Entry
      • Admin - The portal system administrator(s)

      Permissions

      Permissions allow for specific Groups to have Read and/or Write access to Service Entries in different status. This is easiest to see in the below Permission table which shows the workflow of an example Work Report Service.  

      First, let's understand the information presented in this table.
      Number Description Example
      1 Menu. Service name. This example shows the permissions of a Work Report Service.
      2 User Group. Permissions are granted to users based on their group. Users can be placed into a Group (like an Approving Manager) or are assigned to a Group (like Creator when the User creates a new Entry).

      Three Groups are allowed permissions within this example Work Report Service. 

      Project users can create new entries.

      Project users can Read Entries created by others if the Entry is Submit, Approved, Reviewed or Locked status.

      Creator of the Entry can Write to the Status field only when the Entry is in Submit status. This allows the Creator (and Inspection typically in this example) to pull a Submitted entry back into Draft status to make corrections before their Approving Manager reviews it.

      Creator of the Entry can Write in Draft (when creating the Entry) and Rejected (if the Entry is returned during the review process) status.

      Approving Manager of the Entry creator can Read when the Entry is in Draft status. This allows Approving Managers to know when their inspectors are onsite and starting their work.

      Approving Manager of the Entry creator can Write when the Entry is in Submit, Reviewed, Approved and Rejected status. This allows Approving Managers to make simple corrections without having to Reject the Entry back to the inspector.
      3 Action. Create, Read and Write are the three available actions.

      If a Group has Write access, they are automatically granted Read access to the same Service/Status Entry.
      4 Status. The different status within the Service workflow that the row of permissions applies to.

      In the table above, the Creator only has Write access in Draft and Rejected status. When the Entry is in Approved status, they can only Read the entry using the Project group's Read permission.
      5 Fields.  Write access can be limited to select fields as shown in the above table where the Creator has Write access when the Entry is in Submit to only the Status field.

       

      Please view the knowledge base pages on Workflow to learn more.
       

      If you have any questions, or need additional assistance, please reach out to our support team at support@facsware.com and we will be happy to assist you.