Configuring User Visibility and Editing Access Rights in ManagePro

Visibility and Editing rights are individually assigned to each user using the right-click menu option User Access found in the People & Meetings View.    User Access rights are role-based and set up by the ManagePro Administrator for each user accessing the database.  The goal of role based user access rights is to provide your organization with the flexibility to manage who has visibility and capability to write to records in the ManagePro database.

In short, User Access rights in ManagePro are defined by Visibility and Editing Rights, and are set up for each user by first highlighting that user in the People & Meetings tab, then selecting the right click User Access option, and then selecting from the drop down options under Visibility and Editing Rights in the larger User Access Settings window.  The Visibility drop down options establish a role governing what records are visible to the user, and Editing Rights govern which records are editable by the user.

Last, the Primary Views and Record Details Views can be controlled for each user. This is addressed in the View Access section of the User Access Dialog window and is very useful when wanting to simplify views for users.  The ability to hide or show views is also an Administrator function.

Before defining the specific Visibility and Editing Right roles, let’s review the fields found in the User Access Settings:

Visibility:

Beyond viewing the records users creates themselves, Visibility determines the user’s right to see records created by others.  To configure, first select one of the five User Access Visibility Roles which define what records the user will see or have visibility rights to (starting with just the records they create or are assigned to them, and can extend to the entire database).  Visibility roles include Administrator, Business Group, Direct Report, Enterprise, and User.

In short:

The Administrator role provides visibility to all records in the database, as well as the capability of configuring views and customizing the database (only available to the administrator role).

The Business Group role provides visibility to records the user created or is assigned to, as well as to all of the members of the Business Groups selected.

The Direct Report role provides visibility to records the user created or is assigned to, as well as to all of the individuals checked in the “Visibility on the following Users” grid.

The Enterprise role provides full visibility across the database, but no customization capability.

The User role provides visibility only to those records the user has created or is assigned to.

Editing Rights:

Next assign Editing Rights for the user, given their visibility role (rights).  Editing rights to the records being viewed range from Read Only, to Limited Editing to Full Editing rights.

A brief description of each of the Editing Rights is listed below:

Business Groups:   If the Business Group role is selected for a user, this area is used to enable visibility to a selection of one or more Business Groups that have been defined in the database.  This provides visibility to all the records of users making up each Business Group selected, and is useful when Managers function across multiple departments and require visibility to those records.

Note:  The Main Workspace or People & Meetings Primary Views cannot be removed. These views require at least one sub-view selection. Each Primary View has Sub-Views as shown in the example below;

The Main Workspace and sub-views.

To Control Primary Views means views can be visible (checked) or not visible (unchecked)

The ManagePro Administrator can navigate to People & Meetings Tab.

To control Details Views,

Note: If Progress Updates, Todos, and Events are unchecked, the user will not have access to the “User Data” icon on the Ribbon Control.

The table below defines the User Experience given the selection of Visibility roles and Editing Rights