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How can I hide expenses on an Admin project? [FAQ]

“Can I hide the expenses on an Admin project from employees that are able to see expenses on “normal production” projects?”

Many agencies will create internal projects to track expenses that are not client related. To hide these projects from non-management staff will depend on a security right, a global security option, and a project setting.

The below settings will allow your staff to enter time and expense against the internal project. However, they will be unable to search nor report on any transactions on the project.

Security Right

Menu>Admin/Manager>System Settings>Account Information>Security Settings>Project Administration section: Access Any Project

 

A base system setting is "If you are not on the project team, you cannot see the project". The security right, Access Any Project, overrides this base setting, allowing the person to see any project in the system.

To ensure only select people can view the Admin project expenses, remove employees from the project team, and deselect the security right, Access any Project.  

 

Global Security Option

Menu>Admin/Manager>System Setup>Account Information: Security Settings> Global Options (located at top of screen)> Restrict Custom Report Project Data to Assigned User


When selected, the setting will restrict results of any custom report dataset to projects' where the user is on the Project Team.

 

Project Team

Open Project>Team

project team.png

Ensure only management names or people that must report on this project are on the Project Team list. If they should not have access, click the red trashcan icon associated with their name to remove them from Project Team.

Project Settings

Open Project>Project Settings>Accounting>Anyone Allowed to Charge Time

 

 

When selected, the setting allows any user to enter time and expense against the project without being on the Project Team.
NOTE: For Time Entry, ensure the time tracking task is set to Allow On All Timesheets

allowalltime.png

 

Summary
The settings above will allow management and staff to enter expenses, and time, on internal projects, while preventing non-management staff from seeing the overall project and transactions related to the internal project:

  • Project Team: remove unnecessary names from list
  • Project Setup>Accounting: check Anyone Allowed To Charge Time
  • Project Schedule>check Allow on all Time Sheets
  • Security Right> uncheck Project Administration>Access All Projects
  • Security Global Option>check Restrict Custom Report Project Data to Assigned User

 

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