Permissions

Created by Kenneth Abad, Modified on Wed, 08 May 2024 at 09:13 AM by Kenneth Abad

What are Permissions?

Permissions are the rulesets that allow a user to operate within Umbrava. Permissions can be set for roles in the Company Profile. The permissions set for roles will be applied to any user that is within that role.

A user can be granted individual permissions outside of their role in the users profile.

Permissions are sectioned into each area of the app to control what and where users are able to make changes. Each permission is outlined and described below.

How to set Permissions

To set permissions, you have to go to the user profile or roles page and select the permissions tab.

From here, you can expand each section to activate/deactivate any permissions that are needed. All permissions are explained and broken down below.

Ownership

There are times where you will have the necessary permissions, and will still be unable to make changes. This happens when ownership of the information you are changing is not yours.

Asset

Add New	Allows you to add an Asset to a location.
Add Note	Allows you to add a Note to an Asset.
Delete Note	Allows you to delete a Note on an Asset.
Edit Note	Allows you to edit a Note on an Asset.
Edit Cost Overview	Allows you to edit all fields in the Cost Overview section of an Asset.
Edit General Information	Allows you to edit all fields in the General Information section of an Asset.
Edit Warranty Overview	Allows you to edit all fields in the Warranty Overview section of an Asset.

Asset Document

View	Required for all other permissions in Asset Document. Gives you visibility to the Documents tab.
Add New	Gives you the ability to add new documents.
Archive Private	Gives you the ability to archive and unarchive private asset documents.
Archive Public	Gives you the ability to archive any public asset document on assets on the users company locations.
Download Private	Gives you the ability to download private asset documents.
Download Public	Gives you the ability to download public asset documents.
Edit Private	Gives you the ability to edit private asset documents.
Edit Public	Gives you the ability to edit public documents on assets on the users company locations.
Make Private	Gives you the ability to convert their document from public to private on an asset.
Make Public	Gives you the ability to add a public document to an asset on the users company locations

Client Location

Add Document	Gives you the ability to upload a document to the Client Locations.
Add Note	Gives you the ability to add a note in the Notes tab.
Archive Document	Gives you the ability to archive documents and view and unarchive documents that have been archived in the Client Locations Documents.
Delete Note	Gives you the ability to delete a note in the Client Location.
Download document	Gives you the ability to download a document in the Client Location.
Edit "Document"	Gives you the ability to edit a document that is uploaded to the Client Locations.
Edit Note	Gives you the ability to edit a Note that has been created for the Client Location.
Manage	Allows you to create Client Locations. Allows you to bulk update locations and bulk add locations.
Edit "Contacts"	Gives you the ability to add and edit the Contacts section of the Client Location.
Edit "Landlord Obligations"	Gives you the ability to edit the Landlord Obligations field in the Client Location.
Edit "Location Overview"	Gives you the ability to edit all fields in the Location Overview section of the Client Location.
Edit "Site Details"	Gives you the ability to edit all fields in the Site Details section of the Client Location.

Client Profile

Accept Invitation	Allows you to accept invitations from Clients.
Create Client	Allows you to create a new client.
Manage Billing	Allows you to edit the Billing section of the client profile and add Resale Certificates.
Manage Compliance	Allows you to add/edit compliance to the client.
Manage Documents	Allows you to add/edit/archive/unarchive/download documents in the client profile.
Manage Notes	Allows you to add/edit/delete notes in the client profile.
Manage Notifications	Gives you access to the Notifications tab of the client profile and allows you to direct notifications from the client.
Manage Profile	Allows you to edit client priorities and the client details.
Manage Regions	Gives you access to the Regions tab of the client profile. Allows the user to set a region to a client location.
Manage Relationship	Allows the user to Deactivate/Activate clients

Client Rate

View	Gives you visibility of the Client Rates in the Client Profile and Client Location.
Manage	Allows you to Create/Edit/Deactivate/Activate rates in the Client Profile and Client Location.

Company Profile

Manage Compliance	Allows you to add/edit compliance to the company profile.
Manage Notifications	Gives you visibility of the Notifications tab in the company profile. Allows the user to configure notifications from Umbrava.
Manage Profile	Allows you to edit the Details, Contacts, Addresses, Priorities, and Service Areas sections of the company profile.
Manage Regions	Gives you visibility of the Regions tab. Allows you to create and edit regions and assign locations to a region.

Preventative Maintenance

View	Gives you visibility of the Preventative tab and allows the user to view Preventative Maintenance. Required for all other Preventative Maintenance permissions.
Manage	Allows you to take any actions in any Preventative Maintenance.
View Audit	Allows you to view the audit in Preventative Maintenance.

Project

View	Gives you visibility of the Project tab and allows you to view projects. Required for all other Projects permissions.
Add New	Allows you to create a project.
Change State	Allows you to Complete/Cancel/Reopen a Project.
Edit Completed Project	Requires the 'Manage Project' permission. Allows your to edit the Project Details when in the completed state.
Manage Project	Allows you to edit the Project Details, View Audit, Link Work Order, and use the Copy From function.

Project Vendor Invoice

View	Gives you visibility of the Vendor Invoices screen in Projects. Required for all other Project Vendor Invoice permissions.
Add New	Allows you to create a new Project Vendor Invoice.
Approve Over NTE (Depends on "Change State" setting)	Allows you to approve the invoice when the total is greater than the vendors NTE.
Change State	Allows you to approve/reject/submit a Vendor Invoice.
Edit Any State	Allows you to edit the Status of a Vendor Invoice when the invoice is in the Submitted/Canceled/Approved state.
Edit Fields	Allows you to make changes to the Quick Details, Scope of Work, Disclaimer, and Line Items in the Vendor invoice.
View Audit	Allows you to view the audit trail in the Project Vendor Invoice.

Project Vendor Invoice Payment

View Payments	Gives you visibility of the Vendor Invoice Payments in Projects. Requires Project Invoice permissions. Required for all other Project Vendor Invoice Payment permissions.
Add Payments	Allows you to add a paid line to an Project Vendor Invoice. Requires at least one of the "Make ___ Payment" permissions below.
Edit Payments	Allows you to edit already created payments.
Make Cash Payment	Allows you to select the Cash payment type.
Make Check Payment	Allows you to select the Check payment type.
Make Credit Card Payment	Allows you to select the Credit Card payment type.
Make Other Payment	Allows you to select the Other payment type.
View Payment Audit	Allows you to view the Audit on the payments.

Project Document

View	Gives you visibility of the Projects Documents tab.
Add New	Allows you to upload new documents to Projects.
Archive	Allows you to archive unshared documents.
Download	Allows you to preview and download documents.
Edit	Allows you to edit Project Document information after the document has been uploaded.
Share	Allows you to share the Project Documents to either Vendor or Client.

Project Invoice

View	Gives you visibility to the Client Invoice section of Projects.
Add New	Allows you to create a new Project Client Invoice.
Change State	Allows you to Cancel/Submit/Approve/Reject.
Edit Any State	Requires the Edit Fields permission. Allows you to edit the status on a submitted/approved/canceled/rejected Invoice
Edit Fields	Allows you to edit the Quick Details, Scope of Work, Line Items, and Disclaimer of an Open Client Invoice.
Export	Allows you to Download and Send Email from the Project Client Invoice.
Submit Over DNE (Depends on "Change State" setting)	Allows you to submit a Client Invoice with a higher charge than the vendor NTE.
View Audit	Allows you to view the Client Invoice Audit.
Edit Line Item Tax	Allows you to access and edit the Tax section of the Line Items table, and you can edit the Taxable column and the Tax % column.

Project Invoice Payment

View Payments	Gives you visibility of the Client Invoice Payments in Projects. Requires Project Invoice permissions. Required for all other Project Invoice Payment permissions.
Add Payments	Allows you to add a paid line to an Project Client Invoice. Requires at least one of the "Make ___ Payment" permissions below.
Edit Payments	Allows you to edit already created Project Client Invoice payments.
Make Cash Payment	Allows you to select the Cash payment type.
Make Check Payment	Allows you to select the Check payment type.
Make Credit Card Payment	Allows you to select the Credit Card payment type.
Make Other Payment	Allows you to select the Other payment type.
View Payment Audit	Allows the user to view the Audit on the payments on Project Invoices.

Project Note

Add New	Allows you to create a Project Note with a Type and Description.
Edit Other User's Note	Allows you to edit notes that other users have created.
Edit Own Note	Allows you to edit notes that you have created.
Export All Notes	Allows you to Send Email and Download the entire Project Notes page.
Export Selection of Notes	Allows you to Send Email and Download individual notes on the Project Notes page.
Share	Allows you to share a project note on creation. Allows you to share an already created project note with the corresponding Edit Note permissions.
Use Scratchpad	Allows you to use the Scratchpad feature in the Notes tab in Projects.
View Audit	Allows you to view the audit on the individual notes in the Project Notes page.

Project Proposal

View	Gives you visibility to the Client Proposals tab in Projects. Required for all of the other permissions in this section.
Add New	Allows you to add a Client Proposal to a Project.
Add Note	Allows you to add a note to a Client Proposal.
Change State	Allows you to Submit/Cancel/Accept/Reject a Client Proposal.
Convert To Invoice	Allows you to convert a Client Proposal to an Invoice.
Delete Note	Allows you to delete any comment on a Client Proposal.
Edit Any State	Requires the Edit Fields permission. Allows you to edit the Status of the Proposal regardless of state.
Edit Fields	Allows you to edit the Quick Details, Scope of Work, Line Items, Disclaimer, and Valid For fields of an Open Project Client Proposal.
Edit Note	Allows you to edit an already created note in a Projects Client Proposal.
Export	Allows you to Download and Send Email from the Project Client Proposal.
View Audit	Allows you to view the Client Proposal Audit.
Edit Line Item Tax	Allows you to access and edit the Tax section of the Line Items table. You can edit the Taxable column and the Tax % column.

Project Purchase Order

Add New	Allows you to add a new purchase order to a project.
Assign Inactive Vendor	Allows you to assign an inactive vendor to a purchase order. Requires "Assign Vendor" permission
Assign Vendor	Allows you to assign a vendor to a project purchase order.
Change State	Allows you to Complete/Cancel/Reopen project purchase orders.
Edit Completed Purchase Orders	Allows you to edit purchase orders that are in the Complete state. Requires the corresponding 'Edit' permissions.
Export	Allows you to download and send email from the project purchase order.
View Audit	Allows you to view audit on the project purchase order.
Edit "Active Onsite Date"	Allows you to edit the "Active Onsite Date" on a project purchase order.
Edit "Scope"	Allows you to edit the "Scope" on a project purchase order.
Edit "Status"	Allows you to edit the "Status" on a project purchase order.
Edit "Trades"	Allows you to edit the "Trades" on a project purchase order.

Project Vendor Proposal

Add New	Allows you to add a Vendor Proposal to a Project.
Add Note	Allows you to add a note to a Vendor Proposal.
Change State	Allows you to Submit/Cancel/Accept/Reject a Vendor Proposal.
Delete Note	Allows you to delete any comment on a Vendor Proposal.
Edit Any State	Requires the Edit Fields permission. Allows you to edit the Status of the Proposal when the proposal regardless of state.
Edit Fields	Allows you to edit the Quick Details, Scope of Work, Line Items, Disclaimer, and Valid For fields of an Open Vendor Proposal.
Edit Note	Allows you to edit an already created note in a Vendor Proposal.
View	Gives you visibility to the Vendor Proposals tab. Required for all of the other permissions in this section.
View Audit	Allows you to view the Vendor Proposal Audit.
Edit Line Item Tax	Allows you to access and edit the Tax section of the Line Items table. You can edit the Taxable column and the Tax % column.

Project Schedule Of Values

View	Gives you visibility to the Schedule Of Values tab. Required for the other permissions in this section.
Edit	Allows you to set value lines, edit existing value lines, set retainage, and create Progress Invoices in the Schedule of Value.

Project Timeline

View	Gives you visibility to the Project Timeline tab. Required for the other permissions in this section.
Edit	Allows you to create and edit items on the Project Timeline.
Export	Allows you to download the timeline to a PDF or as an Excel file.

Report

View	Gives you access to the Reports tab. Allows you to access and view reports.

Role

View	Gives you visibility to the Roles section of the Company Profile. Required for all other permissions in the Role section.
Add	Allows you to create a new role for the company.
Assign	Allows you to assign users to a role.
Delete	Allows you to delete the role.
Edit	Allows you to edit the role name and description.
Set Dashboard Preference	Allows you to set a dashboard for the role.
Set Permissions	Allows you to set permissions for a role. Requires the 'View Permissions' permission.
View Permissions	Allows you to view the permissions that are set for a role.

Service Request

View	Gives you visibility to Service Requests in Work Orders. Allows the user to assign vendors from already created Service Requests.
Create/Cancel	Allows you to create and cancel Service Requests in Work Orders. Requires the 'view' permission.

Settings

Edit Label Types Settings	Allows you to view and edit the Label Types tab.
Edit Limit Settings	Allows you to edit the Limits in the Roles section.
Edit Priorities Settings	Allows you to view and edit the Priorities tab.
Edit Project Settings	Allows you to view and edit the Types and Timeline Templates tab in the Settings page.
Manage Default Not To Exceed	Allows you to view and edit the Default NTE tab on the settings page. Requires either the Label Types or Priorities permission to view.

Task

Add New	Allows you to add a new task.
Complete	Allows you to complete a task.
Complete And Add New	Allows you to complete a task and create a new task from the same action.
Edit Task	Allows you to edit the details of a task.
Pin	Allows you to pin the task to the top of the task list.
Edit "Start Date/Time" (Depends on "Edit Task" setting)	Allows you to edit the Start Date/Time field of the task. Requires the Edit Task permission.
Edit "Target Start Date/Time" (Depends on "Edit Task" setting)	Allows you to edit the Target Start Date/Time field of a task. Requires the Edit Task permission.

Tenant

View	Has no frontend functionality.
Set Dashboard Preference	Has no frontend functionality.

User

View	Gives you visibility of the Users section of the Company Profile.
Create API Key	Has no frontend functionality.
Create User	Allows you to create another user.
Deactivate User	Allows you to Deactivate and Reactivate users.
Edit Any User Profile	Allows you to edit other users profiles.
Edit Own User Profile	Allows you to edit their own user profile
Set Any User Dashboard Preference	Allows you to set other users Dashboard Preferences.
Set Own User Dashboard Preference	Allows you to set own Dashboard Preference.
Set Permissions	Allows you to set permissions for a user. Requires 'View Permissions' permission.
View Permissions	Allows you to view the permissions tab of a user profile.

Vendor Profile

Create Vendor	Allows you to create a new vendor.
Manage Billing	Allows you to edit Billing and Resale Certificates in the Vendor Profile.
Manage Compliance	Allows you to add/edit/download compliance items in the Compliance section of the Vendor Profile.
Manage Documents	Allows you to add/edit/archive/unarchive/download documents in the Vendor Profile.
Manage Notes	Allows you to add/edit/delete notes in the Vendor Profile.
Manage Profile	Allows you to edit the Details, Addresses, Service Areas, Vendor Alerts, and mark duplicate vendors.
Manage Rehire Eligibility	Allows you to mark a vendor as ineligible for rehire and eligible for rehire.
Manage Relationship	Allows you to Deactivate and Reactivate a vendor.

Vendor Rate

View	Gives you visibility of the Rates tab of a Vendor Profile. Required for all other permissions in the Vendor Rate set.
Accept	Allows you to accept submitted rates by the Vendor.
Manage	Allows you to add/edit/deactivate rates on the Vendor Profile.

Work Order

View	Gives you visibility to the Work Orders tab of Umbrava.
Accept	Allows you to accept a work order from a client.
Bulk Add (Depends on "Create" setting)	Allows you to create work orders using a .CSV in the work order list.
Bulk Update	Allows you to use the bulk update tool for work orders. Requires the 'Edit' permissions to update the corresponding fields.
Cancel	Allows you to Cancel a work order
Close	Allows you to Close a completed Work Order
Complete	Allows you to move a work order to the 'Complete' phase.
Create	Allows you to create work orders.
Edit Any Phase	Allows you to edit information when a work order is not in the 'Open' phase. Requires the corresponding 'Edit' permissions.
Export	Allows you to download and send email from the work order.
Flag	Allows you to set a flag on a work order.
Hold	Allows you to put a work order on hold.
Recall	Allows you to recall a work order that has been assigned to them.
Decline	Allows you to decline a work order that has not been accepted.
Reopen	Allows you to reopen a work order that has been assigned to them.
View Audit	Allows you to access the work order audit.
Asset	Allows you to add or change an asset in a work order.
Edit "Assigned To"	Allows you to change the Assigned To in a work order.
Edit "Client DNE"	Allows you to change and set the Client DNE in a work order. Allows you to set the Budget for a work order.
Edit "Completion SLA" (Depends on "Edit Priority" setting)	Allows you to set and edit the Completion SLA in a work order. Requires the 'Edit Priority' permission.
Edit "First Trip SLA" (Depends on "Edit Priority" setting)	Allows you to set and edit the First Trip SLA in a work order. Requires the 'Edit Priority' permission.
Edit "Location"	Allows you to change the location in a work order.
Edit "Priority"	Allows you to change and set the priority for a work order.
Edit "Source Job #"	Allows you to change the Source Job # field in a work order
Edit "Source Purchase Order #"	Allows you to change the Source Purchase Order # field in a work order
Edit "Status"	Allows you to change and set the status for a work order.
Edit "Trades"	Allows you to edit the trades that have been selected for a work order.

Work Order Vendor Invoice

View	Gives you visibility to the Vendor Invoice page of the work order. Required for all other permissions in this section.
Add New	Allows you to create a vendor invoice.
Approve Over NTE (Depends on "Change State" setting)	Allows you to approve the invoice when the total is greater than the vendors NTE. Requires the 'Change State' permission.
Change State	Allows you to approve/reject/submit a Work Order Vendor Invoice.
Edit Any State	Allows you to edit the Status of a Work Order Vendor Invoice when the invoice is in the Submitted/Canceled/Approved state.
Edit Fields	Allows you to make changes to the Quick Details, Scope of Work, Disclaimer, and Line Items in the Work Order Vendor invoice.
View Audit	Allows you to view the audit trail in the Work Order Vendor Invoice.

Work Order Vendor Invoice Payment

View Payments	Gives you visibility of the Vendor Invoice Payments in Work Orders. Requires Work Order Vendor Invoice permissions. Required for all other Work Order Vendor Invoice Payment permissions.
Add Payments	Allows you to add a paid line to a Work Order Vendor Invoice. Requires at least one of the "Make ___ Payment" permissions below.
Edit Payments	Allows you to edit Invoice payments.
Make Cash Payment	Allows you to select the Cash payment type.
Make Check Payment	Allows you to select the Check payment type.
Make Credit Card Payment	Allows you to select the Credit Card payment type.
Make Other Payment	Allows you to select the Other payment type.
View Payment Audit	Allows you to view the audit on the payments.

Work Order Document

View	Gives you visibility of the Documents tab in a work order.
Add New	Allows you to upload and edit document in the work order.
Archive	Allows you to archive/unarchive documents in a work order.
Download	Allows you to preview and download work order documents.
Share	Allows you to share the work order documents to either Vendor or Client.

Work Order Invoice

View	Gives you visibility of the Client Invoices section of a work order.
Add New	Allows you to create a new Client Invoice in a work order.
Change State	Allows you to Submit/Approve/Reject a client invoice.
Edit Any State	Allows you to edit the status on a submitted/approved/canceled/rejected Invoice Requires the 'Edit Fields' permission.
Edit Fields	Allows you to edit a work order client invoice in the 'Open' state.
Export	Allows you to download and send email from the work order client invoice.
Submit Over DNE (Depends on "Change State" setting)	Allows you to submit a client invoice that has a charge higher than the work order DNE.
View Audit	Allows you to view the audit on a work order client invoice.
Edit Line Item Tax	Allows you to edit the Tax section of the Line Items. Requires the 'Edit Fields' permission.

Work Order Invoice Payment

View Payments	Gives you visibility to payments in the work order client invoice.
Add Payments	Allows you to add a paid line to a work order client invoice. Requires at least one of the "Make ___ Payment" permissions below.
Edit Payments	Allows you to edit already created work order client invoice payments.
Make Cash Payment	Allows you to select the Cash payment type.
Make Check Payment	Allows you to select the Check payment type.
Make Credit Card Payment	Allows you to select the Credit Card payment type.
Make Other Payment	Allows you to select the Other payment type.
View Payment Audit	Allows you to view the audit on the payments.

Work Order IVR

View	Gives you visibility to the IVR tab of a work order.
Clock In And Out	Allows you to clock in and out of a work order.
Edit	Allows you to edit an IVR entry.
View Audit	Allows you to view the audit for IVR entries in a work order.

Work Order Note

Add New	Allows you to create a note in a work order.
Delete Other User's Note	allows you to delete notes that other users have created.
Delete Own Note	Allows you to delete notes that they have created.
Edit Other User's Note	Allows you to edit notes that other users have created.
Edit Own Note	Allows you to edit own note.
Export All Notes	Allows you to send email and download the note list in a work order.
Export Selection Of Notes	Allows you to send email and download from the individual note context menu.
Share	Allows you to share a note to a client or vendor.
View Audit	Allows you to view the audit of a work order note.

Work Order Proposal

View	Give you visibility of the Client Proposal tab in a work order.
Add New	Allows you to add a new client proposal.
Add Note	Allows you to create a note in a client proposal.
Change State	Allows you to Submit/Cancel/Approve/Reject client proposals.
Convert To Invoice	Allows you to convert a client proposal to a client invoice.
Delete Note	Allows you to delete notes in a client proposal.
Edit Any State	Allows you to edit the status on a submitted/approved/canceled/rejected proposal. Requires the 'Edit Fields' permission.
Edit Fields	Allows you to edit a work order client proposal in the 'Open' state.
Edit Note	Allows you to edit a note in a client proposal.
Export	Allows you to send email and download a client invoice in a work order.
View Audit	Allows you to view the audit of a client invoice.
Edit Line Item Tax	Allows you to edit the Tax section of the Line Items. Requires the 'Edit Fields' permission.

Work Order Purchase Order

Add New	Allows you to create a purchase order on a work order.
Assign Inactive Vendor	Allows you to assign an inactive vendor to a work order purchase order. Requires the 'Assign Vendor' permission
Assign Vendor	Allows you to assign a vendor to a work order purchase order.
Cancel	Allows you to cancel a purchase order.
Close	Allows you to close a completed purchase order.
Complete	Allows you to complete a purchase order.
Edit Any Phase	Allows you to edit a purchase order that is not in the 'Open' phase. Requires the corresponding 'Edit' permission.
Export	Allows you to download and send email from the purchase order.
Get IVR Link	Allows you to access the IVR link in the purchase order.
Hold	Allows you to put the purchase order on hold.
Recall	Allows you to recall a purchase order that is in the 'Completed' or 'Canceled' phase.
Reopen	Allows you to reopen a purchase order that is not in the 'Open' phase.
Revoke	Allows you to revoke an unaccepted purchase order.
View Audit	Allows you to view the purchase order audit.
Edit "Completion SLA" (Depends on "Edit Priority" setting)	Allows you to edit the 'Completion SLA' field in a purchase order. Requires the 'Edit Priority' permission.
Edit "First Trip SLA" (Depends on "Edit Priority" setting)	Allows you to edit the 'First Trip SLA' field in a purchase order. Requires the 'Edit Priority' permission.
Edit "Priority"	Allows you to change the priority of the purchase order.
Edit "Status"	Allows you to change the status of a purchase order.
Edit "Trades"	Allows you to add and remove trades from a purchase order.
Edit "Vendor NTE"	Allows you to edit the 'Vendor NTE' field.

Work Order Vendor Proposal

Add New	Allows you to add a new vendor proposal in a work order.
Add Note	Allows you to create a note in a vendor proposal in a work order.
Change State	Allows you to Submit/Cancel/Approve/Reject vendor proposals in a work order.
Delete Note	Allows you to delete notes in a vendor proposal of a work order.
Edit Any State	Allows you to edit the status on a submitted/approved/canceled/rejected proposal. Requires the 'Edit Fields' permission.
Edit Fields	Allows you to edit a work order vendor proposal in the 'Open' state.
Edit Note	Allows you to edit a note in a vendor proposal of a work order.
View	Give you visibility of the Vendor Proposal tab in a work order.
View Audit	Allows you to view the audit of a vendor invoice in a work order.
Edit Line Item Tax	Allows you to edit the Tax section of the Line Items. Requires the 'Edit Fields' permission.