GL Company Access Restrictions [in-depth guide]
What is GL company security? Workamajig has always supported multiple GL companies as a way of segregating data into specific GL companies for tracking and reporting purposes. Recently, the ability to handle intercompany transactions was added to further advance the multiple company capabilities, and in doing so, the need to secure data by GL company became necessary. The security and access settings are only necessary if GL companies are being used and access to data for specific companies needs to be secured for users.
THE FOLLOWING PROVIDES THE STEPS TO SETUP GL COMPANY-SPECIFIC SECURITY
- Activate GL company Access Restrictions
- Setup GL company access
- Setup GL account access
- Setup employee access
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Setup CRM access
- Client/vendor company access
- Contact access
- Leads access
- Opportunity access
- Conversation/activity access - Finalize security
Activate GL Company Access Restrictions
To begin, you will need to activate the use of GL company security. This is done via Menu > Admin/manager > System setup > Account information > Security settings > Click on the "Global options" icon at the top of the page> check "Show GL company access transactions setup" > SAVE
NOTE: Do NOT enable GL company access restrictions until all the remaining setup is completed.
Setup GL company-level access restrictions
From the GL company setup screen, you can define access control at a global level for various items in Workamajig.
Menu > Admin/manager > System setup>GL settings: GL companies
After selecting a GL company from the grid, under the DETAILS area, you are allowed to define Access restrictions, what is available for each GL company to use, to the following areas: (to select, click on the + icon)
Services: allows you to define what services are available for use by the GL company. NOTE: This applies only to restricting the services in an estimate.
Labor rate sheets: allows you to define what labor rate sheets are available for use by the GL company.
Item rate sheets: allows you to define what item rate sheets are available for use by the GL company.
Offices: allows you to define what offices are available for use by the GL company.
Teams: allows you to define what teams are available for use by the GL company.
Items: allows you to define what purchase items, expense items, and media Items are available for use by the GL company.
NOTE: If no selections are made, the GL company will not have access to the items contained within that area.
GL account-level access restrictions
Menu > Admin/manager > System setup > GL settings: GL accounts
Select the GL account > click Details. You can determine if you want to restrict the selected account to a specific GL company. This is not necessary, as project settings and transaction settings will force transactions to be associated with a specific GL company. This restriction would allow you to determine if this GL account can be selected or not for transactions from a specific GL company. The best use may be for the bank account type, with all others being left unrestricted.
- Check 'restricted to certain companies'.
- From the Access restrictions drop-down, select the GL company/companies
WARNING! If you are going to use GL company access restrictions on sales or expense accounts, make sure the associated purchase item, media item, expense item, service, or billing item using these accounts is not restricted from the GL company. This will lead to reporting errors.
Employee-level access restrictions
There are two settings on the employee/freelancer record that are affected by GL company: 1) Accounting and 2) Security controls.
Accounting
Accounting > Default company - This setting is used to set the GL company that is responsible for the employees' payroll and expense report lines not associated with a project. This setting has no bearing on access control but should be set for reporting purposes.
Security controls
Security controls > GL company access: This area allows you to select the GL company/companies that this employee/freelancer will have access to. Based on further settings made below, this setting will control the data available to this person.
NOTE/CONSIDERATIONS: If an employee is assigned to a client project connected to a GL company that they do NOT have access to, they will still see the assignment on their Today-Creative page. Once the assignment is completed, they will have no further access to the project. They cannot select the project when creating a manual time entry. Project managers/traffic managers MUST have access to the GL company set on the project. Otherwise, they will be unable to see the project. Being on the project team does NOT override the GL company access restriction settings.
Update multiple employees
Menu > Admin/manager > Employees > select the employees you want to update > click Update Employee fields icon > GL Company: select a GL company. You can grant access or remove access to all selected employees > Click SAVE to confirm changes. This will update the login settings: GL company access setting. 'Grant/remove access' can only be performed for one GL company at a time.
Setup CRM access
CLIENT/VENDOR COMPANY ACCESS
Workamajig allows you to control access to client/vendor company records based on an associated GL company. At the project level, these settings will also control which client can be selected by the staff and also what vendors can be selected for project expenses. The company record can be assigned to multiple GL companies.
From the company record
Click Details > Access restrictions > Click + > Select the appropriate GL companies > click Add selected
Update multiple companies
Menu > Salesperson > Companies > Views > select and search > select the appropriate company records > click Update multiple companies icon > select the "Access restrictions" + > select the GL company. NOTE: You are only able to Add GL company access. You can only add access to one GL company at a time. To remove access, you must go to the individual company record. (Currently, this setting is not available in Platinum)
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CONTACT ACCESS
Workamajig allows you to control access to contact records based on an associated GL company. At the project level, these settings will also control which contact can be selected. The contact record can be assigned to multiple GL companies. You will typically use the same GL company found in the client/vendor company record, but it is not required.
From the contact record
Select details > Access restrictions > Select the appropriate GL companies > click Add selected.
Update multiple contacts
Menu > Salesperson > Contacts > Views: select View and search > select the appropriate contact records > click Update contact fields icon > select the 'access restrictions' option and select the appropriate GL company > Save. NOTE: You are only able to Add GL company access. To remove access, you must go to the individual contact record.
LEAD ACCESS
Workamajig allows you to control access to lead records based on an associated GL company. A lead record can only be associated with one GL company.
NOTE: When the lead record is converted, the company, contact, activity, and opportunity will all be associated with the defined GL company.
From the lead record
Lead info > Other info: GL company restrictions> Select the appropriate GL company > Click SAVE.
Update multiple leads
Menu > Salesperson > Leads > Views > select View and search> select the appropriate lead records > click "Update leads" > select the "GL company" option and select the appropriate GL company > SAVE. NOTE: You are only able to Add GL company access. To remove access, you must go to the individual lead record and remove/clear the GL company.
OPPORTUNITY ACCESS
Workamajig allows you to control access to opportunity records based upon an associated GL company. An opportunity can only be associated with one GL company.
NOTE: When an opportunity is converted into a project, the project will be associated with the defined GL company.
From the opportunity record
Details > GL company: Select the appropriate GL company > SAVE.
Update multiple opportunities
Menu > Salesperson > Opportunities > Views > select View and search> select the appropriate Opportunity records> click "Update opportunity fields" > select the "GL company" option and select the appropriate GL company > SAVE. NOTE: You are only able to Add GL company access. To remove access, you must go to the individual opportunity record and remove/clear the GL company.
CONVERSATION/ACTIVITY ACCESS
Workamajig allows you to control access to conversation/activity records based on an associated GL company. A conversation/activity can only belong to one GL company.
From the conversation/activity record
Connections > GL company: Select the appropriate GL company > SAVE
Update Multiple Activities
Menu > Salesperson > Conversation > Views > select view and Search> select the appropriate Conversation/Activity records> click "Update Conversation Fields" >select the "GL Company" option and select the appropriate GL Company > SAVE. NOTE: You are only able to Add GL Company access. To remove access, you must go to the individual Opportunity record and remove/clear the GL Company.
Finalize GL company security
You have completed all of the steps above. The final step is to enable the restrictions you have set up.
To begin, you must activate the use of GL company security. This is done via Workamajig > Admin/manager > System setup > Account information > Security settings > Click on the "Global options" icon at the top of the page > check "Enable GL company access restrictions" > SAVE
You should now test these settings you have made.
Select an employee from each GL company and log in as them. Confirm that they have access only to information for the designated GL company.
Resources
Time tracking: Services [in-depth guide]