Permissions

How Project Financials gives your users access to its features, and exactly which permissions each setting puts on a role, and at what level.

The model

FullClarity doesn't expect you to give your users the bundled FullClarity role. Instead, Project Financials access is added to the roles your users already have, such as Project Manager, Quantity Surveyor or Accounts Payable. Users then work with FullClarity as part of their normal NetSuite role, without switching roles.

The Assign Permissions page does the work. For each role you choose an access level against each of thirteen feature columns. The page then works out every permission that level needs and writes them onto the role in one go:

• the FullClarity records for that feature;
• any NetSuite transactions and lists the feature relies on;
• a standard set that every FullClarity role needs.

This page lists every one of those permissions and the level it's given at.

How to give a role access

1. Go to FullClarity → Project Financials → Assign Permissions.
2. At the bottom of the Granted Roles list, pick the role in the Role column. Only your own (custom) roles are listed: NetSuite's standard roles can't be changed this way.
3. Choose a level in each feature column: None, View, Create, Edit or Full.
4. Click Add.
5. Repeat for any other roles.
6. Click Submit.

To change a role, click its row, change the levels, click Add, then Submit.

Every Submit re-applies every role on the page, whether or not you changed it. After a FullClarity update you can press Submit to bring all roles up to date straight away. You don't need to, though: updates do this themselves (see After a FullClarity update).

How levels are applied

• The levels mean what they do in NetSuite:
  • View: open and read records.
  • Create: view, and create new records.
  • Edit: view, create and change records.
  • Full: everything Edit does, plus delete.
• Levels only go up. Each permission is raised to the highest level any column gives it. If the role already has a higher level, from another column or because you set it by hand, that higher level is kept.
• Lowering a column doesn't lower the role. Setting a column to a lower level, or to None, doesn't take access away. To remove access, use Removing a role's access or edit the role directly.
• Some permissions have their own level, whatever the column says. A column at Full doesn't make everything Full. For example, the subcontract columns give View on Contacts and Tax Records, and the payment schedule history is always Create only. The tables below give the exact level for each permission.
• Where two columns share a record, the higher level wins. See Shared records.

What each column gives

In the tables below, "Column level" means the level you chose for that column. The record names are as they appear on the role's Permissions → Custom Record tab.

Estimate and Estimate Template

Both columns give the same records, so the higher of the two applies (see Shared records).

Contracts

Claims

These are your claims to your customer. Subcontractors' claims to you are in Subcontract Claims.

Capitalising Assets

Revenue Recognition

The Revenue Recognition transaction is in the standard set every FullClarity role gets, at Full.

Development

Plans

Lots

Quote

Report

Report Preferences need no permission: every user can save their own.

Subcontracts

Subcontract Claims

Notes on the two subcontract columns:

• The schedule snapshots and the Connect audit log are add-only. Together they're the record of what was assessed, sent and done on each claim. Whatever level the columns give, a role can add to them but never edit or delete them. That includes Full, and both columns together.
• Contacts and Tax Records are View only.
  • The Send Payment Schedules page needs to read the subcontractor's contacts to address the email.
  • Generate Payment Schedule needs to read tax records to work out GST.
  • Neither page changes them, so the columns give only View. A role that already has a higher level keeps it.
• The Connect audit log is in both columns, because variations and claims both write to it.
• Variance Reasons need no permission. The standard reasons and their default text are available to every user.
• Bills and credits are made for the user. Approving a claim, which creates its Item Receipt, and Create Bill, which creates its Vendor Bill and Vendor Credit, run with Administrator rights. So an assessor doesn't need receipt, bill or credit permissions of their own.

The standard set every role gets

Any role given access through this page also gets the following, whichever columns you choose. These are the permissions FullClarity's pages and calculations need in the background.

Custom records, at Edit:

Transactions:

Lists:

Setup:

How the standard set is applied:

• The standard transactions are raised to Edit if the role has them lower, and kept if higher.
• The standard lists, setup permissions and the two FullClarity transactions are added only if the role doesn't have them. If the role already has one at any level, it's left as it is.
• Changes you make by hand are kept. For example, you might raise Bill to Full for an Accounts Payable role. Re-applying the page, or a FullClarity update, won't take it back down.

Shared records

When two columns give the same record, the role gets the higher of the two levels.

• Estimate and Estimate Template give the same records. With Estimate at Full and Estimate Template at View, every estimate record is at Full: the Estimate Template choice has no effect when Estimate is higher. You can't currently give narrower access to estimate templates than to estimates through this page.
• The Connect audit log is in both subcontract columns. It's capped at Create, whatever either column gives.

After a FullClarity update

When FullClarity is updated in your account, every role on this page is re-applied automatically, a few minutes after the update finishes. So when a release adds a record or a permission to a column, roles that already have that column get it without anyone pressing Submit.

The same rules apply as when you press Submit: levels only go up, and changes you've made by hand are kept.

Removing a role's access

1. Go to FullClarity → Project Financials → Assign Permissions.
2. Click the role's row in Granted Roles.
3. Click Remove, then Submit.

Removing a role sets its FullClarity records to None, from both the feature columns and the standard set, and removes the role from the page.

Because levels only go up, setting every column to None doesn't suspend a role's access. To suspend it, remove the role. When you add it back later, choose its levels again.

Permissions in other FullClarity SuiteApps

Each FullClarity SuiteApp manages its own permissions:

• Retainage: FullClarity → Retainage → Assign Permissions. See Retainage Permissions.
• File Storage: FullClarity → Storage → Assign Permissions. See File Storage Permissions.
• Timeline: FullClarity → Timeline → Assign Permissions. See Timeline Permissions.
• Certified Documents: no Assign Permissions page yet; set permissions on each role by hand. See Certified Documents Permissions.

Retainage, File Storage and Timeline are all-or-nothing: a role gets Full access to the SuiteApp's records or none. Project Financials is the only SuiteApp with a level per feature.

A role that needs several SuiteApps is set up on each SuiteApp's page in turn.

Related

• Configuration record fields
• Install & configure
• Retainage Permissions
• File Storage Permissions