Change Control: Visibility, Accessibility & Permissions Overview

This article explains the how's and the what's of the visibility, accessibility, and permissions of the Change Control module.

Table of Contents

Visibility & Accessibility in Settings

Change Control Category Permissions

Project Assignee vs Stage Assignee

Task Visibility and Accessibility

Change Control Dashboard Visibility

Tasks Dashboard Visibility

Change Control & Task Due Dates Permissions

 

Visibility & Accessibility in Settings

Settings Visibility

Who can see...

• Settings module: Left hand side menu options
  1. Administration - users with "Member Admin" permissions can see this.
  2. User Profile - all users see this.
     1. Note: if you use SSO/SAML, you will not see the "Password/Security option"
     2. Notifications: this is just notifications for Change Control, Issues, and Tasks
  3. Account Section: Active Modules, Custom Fields, Roles/Permissions, API Settings, Audit Trail – users can only view these options if they are assigned to them in a Role/Permission in Account Roles/Permissions ***Administration: Account Super User - can see all options
  4. Configuration: Administration: Account Super Users can see this

Settings Accessibility

Create an Account Custom Field

• Any user that has this option visible to them can create custom fields

Turn on and Off the Account Modules

• Any user that has this option visible to them can toggle these modules on and off. If a user does turn it off/on, data is NOT lost but rather the icons and modules are just hidden

Create a Role or Add users to a role

• Any user that has this option visible to them can create Roles

Create a Change Control Category in “Configuration: Change Control”

• Administration: Account Super Users

 

 

Change Control Category Permissions

 As defined in “Category Roles/Permissions” slider. These apply to that specific category only, you will have to define these for each category created

Administration: Account Super User - In general, this role can do anything in the application. More specifically, Users with this role have the same permissions as:

• Project Assignees
• Stage Assignees
• Task Assignees
• "Can Edit Active Stage of Any Change Controls"
• "Can Edit Completed Stages of Any Change Control (Super Editor)". They are allowed to activate Super Editor
• "Can Revert A Change Control to the Previous Stage"
• "Can Delegate Signatures for Any Active Workflows"

 

Category Roles & Permissions

Can See All Change Controls (Read Only Access):

• Can see/review all visible stages of the selected change control and tasks with no edit rights
• Can be assigned as project or task assignee for this specific category

Can Edit Active Stage of Any Change Controls:

• Edit the "Details" stage
• Edit all fields
• Request stage due date extensions
• Upload / Delete links or attachments
• Edit stage assignee table
• Launch transitions
• Cancel active workflows (for that stage only and as long as the stage is still active

Can Edit Completed Stages of Any Change Control (Super Editor):

• Can click the “Super Editor Access” button and edit a completed change control and task

Can Cancel Signatures and Revert to the Previous Stage:

• user has special permission to see the link "Cancel Workflows and Revert to This Phase" on top of any stage workflows table and the “Cancel Workflows” button on top of any task workflows table

Can Delegate Signatures for Any Active Workflows:

• User has permission to see the delegate hyperlink icon in the signature table for workflow steps that are active or incomplete and can be delegated.

Can Approve Project/Stage/Tasks Due Date Extensions:

• Can approve due date changes

 

 

 Project Assignee vs Stage Assignee

 Project Assignees can perform the following:

• Edit all fields of a project (except when stage=final) and a stage (when active)
• Request stage/project due date extensions
• Upload / Delete links or attachments
• Edit stage assignee table
• Edit project assignee table
• Launch transitions
• Cancel active workflows (for that stage only)

 

 Stage Assignees can perform the following:

• Edit all fields
• Request stage due date extensions
• Upload / Delete links or attachments
• Edit stage assignee table
• Launch transitions
• Cancel active workflows (for that stage only and as long as the stage is still active)
• Can view tasks as read only

 

 

 Task Visibility and Accessibility

 Who can Add Task Assignees:

• Project Assignees from Parent items
• Administration: Account Super Users

 

Task Assignees Can:

• Cancel active workflows (for that task only and as long as the task is still active)
• Launch transitions
• Remove other task assignees
• Upload / Delete links or attachments
• Request target extensions
• Edit all fields
• Project Assignees (of the parent item) and Administration: Account Super Users have the same permissions as Tasks Assignees
• Stage Assignees of the parent item have Read Only access 

 

 

 Change Control Dashboard Visibility

 Who can see...

 My Change controls

• All users have access to this icon
• Data displayed if user is a Project assignee or a stage assignee (excluding stage==final)

 My Direct Reports

• all users who have access to this page see this icon. If no direct reports than no data
• Data displayed if user has direct reports where they are a Project assignee or a stage assignee (excluding stage==final)

 My Company & Full Table

• Are assigned account role "Administration: Account Super User"
• Have at least one CC category with role/permission "Can See All Change Controls (Read Only Access)"
• Data displayed
• If user is "Administration: Account Super User" then they see ALL CC data from whole account
• Otherwise, they see Change controls from any category where the user has been assigned “Can See All Change Controls (Read Only Access)"
• VERY COOL FEATURE--- in this view the user can select a specific category from the dropdown and then be able to add EVERY CUSTOM FIELD from the category stages.

 

 

 Tasks Dashboard Visibility

 Who can see...

 My Tasks

• All users have access to this icon
• Data displayed if user is a Task assignee (excluding status==completed)

My Direct Reports

• all users who have access to this page see this icon. If no direct reports than no data
• Data displayed if user has direct reports where they are a Task assignee (excluding status==completed)

My Company &  Full Table

• Are assigned account role "Administration: Account Super User"
• Have at least one CC category with role/permission "Can See All Change Controls (Read Only Access)"
• Data displayed
• If user is "Administration: Account Super User" then they see ALL Task data from whole account
• Otherwise, they see Tasks from any category where the user has been assigned “Can See All Change Controls (Read Only Access)"

 

 

Change Control & Task Due Dates Permissions

Who Can request Project Due Date Change:

• Project Assignees to that specific CC
• Users with "Can Edit Completed Stages of Any Change Control (Super Editor)" permission

Who Can request a Stage Due Date Change:

• Stage Assignees
• Users with "Can Edit Active Stage of Any Change Control" permission
• Users with "Can Edit Completed Stages of Any Change Control (Super Editor)" permission
• Project Assignees

Who Can request a Task Due Date Change:

• Task Assignees
• Project Assignees to the task parent 

Who Can approve Project/Stage/Tasks Due Date Change:

• Users with the "Can Approve Project/Stage/Tasks Due Date Extensions"