The Actions tab of the Manage Security section of the System Administrator Dashboard allows system administrators to set controls for what user classes can view and utilize actions in the Actions menu on the right side of the page.
The Basics of User Security walkthrough describes our recommendations for configuring your user classes.
Apply Action Security Settings to a User Class
To apply action security settings to a user class:
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Click Admin in the toolbar in the upper-right corner of the window.
The System Administrator Dashboard page opens.
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Click Manage Security link in the Member Administration column.
The Page Access page opens.
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Select the Actions tab.
The Actions page opens.
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Select the user class you want to which you want to apply security settings from the field at the top of the page.
Default Security is selected by default. These are the basic security settings applied to users with the lowest level of access.
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Select the security settings you want for the user class:
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No Access: No access to this action.
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View: View-access only for this action.
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Edit: Edit action available.
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Default: Inherit the value of the corresponding setting for the Default Security user class.
Default is not a valid option for the Default Security user class.
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Click Apply Changes at the bottom of the page.
The page refreshes. Your changes are saved.
Action Definitions
The table below lists the meanings of each of the action settings you can configure on the Actions tab.
| Action | Definition |
|---|---|
| Allow Import Data Action | Allows users access to the Import Data in the Actions menu. |
| Allow Locked Status for Budgets | Allows users to change the budget status to a status that would lock the values. |
| Allow My Portfolio | Allows users access to the My Portfolio tool in the toolbar. |
| Allow Selected Status for Budgets | Allows users to change the budget status to Selected. |
| Allow Unlocked Status for Budgets | Allows users to change the budget status to Unlocked. |
| Allow Unselected Status for Budgets | Allows users to change the budget status to Unselected. |
| Allow Vendor Update |
Controls whether users can edit an Employer record where the company type is Vendor. This setting supports customers who integrate with accounting systems and use their accounting system as the source of truth for vendor data. Enabling this setting prevents end users from inadvertently causing the vendor record to be out of sync with the accounting system master record. This setting does NOT control access to the Manage Employers page or the Vendor field. Those settings are set separately. |
| Allow WebDAV Access |
Grants access to the WebDAV tool. This tool is primarily used at implementation to migrate documents in bulk. |
| Condition Bids | Grants access to the Condition Bids in a bidding work flow. This also shows up as a on a work flow form step. |
| Convert Site To Project | Allows users to convert sites to projects. |
| Create Capital Program | Grants access to the Add in the Capital Program module. |
| Create Capital Project | Grants access to the Add in the Capital Project module. |
| Create Capital Project For Facility | Grants access to the Add Capital Project in the Facility module. |
| Create Contract | Grants access to the Add in the Contract module. |
| Create Equipment Contract | Grants access to the Add in the Equipment Contract module. |
| Create Facility | Grants access to the Add in the Facility module. |
| Create Facility From Project | Grants access to the Setup Facility in the Project module. |
| Create Location | Grants access to the Add in the Location module. |
| Create Opening Project | Grants access to the Add Opening Project in the Project module. |
| Create Parcel | Grants access to the Add in the Parcel module. |
| Create Portfolio | Grants access to the Add in the Portfolio module. |
| Create Prototype | Grants access to the Add in the Prototype module. |
| Create Public Reports | Grants access to the Everyone in my company radio in Step 9 of the Report Builder. |
| Create Related Work Order |
Grants access to the Create Related Work Order work flow in the Facility module. Note:
This work flow is not included in the system by default. You will need to speak with a Professional Services representative to configure it in your system. |
| Create Service Request |
Grants access to the Create Service Request work flow in the Facility module. Note:
This work flow is not included in the system by default. You will need to speak with a Professional Services representative to configure it in your system. |
| Create Site | Grants access to the Add in the Site module. |
| Default access to Capital Projects for Program Members | Grants, to all program members, the selected access to all capital projects, without having to put the user in the org chart or manually make them a member of each capital project. |
| Default access to Contracts for Portfolio Members | Grants, to all portfolio members, the selected access to all contracts, without having to put the user in the org chart or manually make them a member of each contract. |
| Default access to Equipment Contracts for Portfolio Members | Grants, to all portfolio members, the selected access to all equipment contracts, without having to put the user in the org chart or manually make them a member of each contract. |
| Default access to Facilities for Portfolio Members | Grants, to all portfolio members, the selected access to all facilities, without having to put the user in the org chart or manually make them a member of each facility. |
| Default access to Locations for Portfolio Members | Grants, to all portfolio members, the selected access to all locations, without having to put the user in the org chart or manually make them a member of location. |
| Default access to Opening Projects for Portfolio Members | Grants, to all portfolio members, the selected access to all opening projects, without having to put the user in the org chart or manually make them a member of each opening project. |
| Default access to Parcels for Portfolio Members | Grants, to all portfolio members, the selected access to all parcels, without having to put the user in the org chart or manually make them a member of each parcel. |
| Default access to Prototypes for Portfolio Members | Grants, to all portfolio members, the selected access to all prototypes, without having to put the user in the org chart or manually make them a member of each prototype. |
| Default access to Sites for Portfolio Members | Grants, to all portfolio members, the selected access to all sites, without having to put the user in the org chart or manually make them a member of each site. |
| Delete Budget |
Allows users to delete a budget in its entirety. This determines whether the Delete Budget option displays in the Actions panel. |
| Delete Entity and All Associated Data (no recovery option) |
Allows users the ability to delete an entity and all of its associated data. If an entity is deleted, there is no way to recover its associated data. Users must also have delete-level page access and edit-level field access. Important!
Be very cautious with this setting. Users who have access to this setting could potentially erase data that is important to your company. Do not grant this setting to users unless they understand the implications of having this ability. |
| Login As (Job Function System Admin only) | Allows users the ability to log in as another user. This setting should only be granted to system administrators. |
| Manage All Schedule Items |
Allows the user to manage all schedule items. If Edit access is granted:
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| Manage All Schedule Items if Manager | Allows managers who have this access turned on in their user class to manage all schedule items. |
| Manage Default Dashboards | Allows users to create default user dashboards by user class. |
| Manage RE Plan | Allows users to add targets and slots to the RE Planner in the Portfolio module. |
| Manage Report Folders | Allows users to create folders for organizing saved reports in the Reports module. |
| Receive Equipment Alerts | Allows the user to receive equipment alerts. |
| Receive Lease Alerts | Allows the user to receive lease alerts. |
| Set [Entity Type] To Dead | Allows the user to set the selected Entity Type to Dead status. A dead entity will be kept in the system as a historical record, and will appear in both portfolio searches and in the Portfolio Navigation pane. |
| Set [Entity Type] To Inactive | Allows the user to set the selected Entity Type to Inactive status. An inactive entity will be kept in the system as a historical record, but will not appear in portfolio searches or in the Portfolio Navigation pane. These entities will appear in reports. |
| Task Association | Enables users to associate a particular task with a milestone while in a site or project. This setting is related to the Edit Milestone Timeline function in a site or project. |
| Update / Change Job Title |
Allows users to change a member's job title at the entity-level. Note:
This setting is restricted to System Administrators and Vendor Administrators. |
| View Portfolio / Program Documents | If a document is uploaded to the portfolio and a link is shown somewhere else in the system, this would allow the user to see the link and access the document without needing access to the portfolio entity. |
