Aidi lets you manage user access on a highly granular basis. In addition to the access profile assigned to a user when their account is created, several other elements can restrict or extend permissions in Aidi.
Scheduler access and permissions
Access Profile
Customized access profiles are only available to clients who are subscribed to the Enterprise tier plan. Predefined access profiles are configured for the Essential and Advanced plans.
An access profile is assigned to an Aidi user when the user is created. The access profile defines the screens or functionalities that the user will be able to use in Aidi, as well as the permissions he/she will have for each of these functionalities, i.e. read-only, write or delete. In some cases, approval permissions are also available. This access profile is active for all projects to which this person has access.
✏️Note: A person with an Administrator profile can modify another user's access rights as required.
Default Visibility
Default visibility only applies when using administrative units, and this feature is only available to clients subscribed to the Advanced or Enterprise tier plans of the Aidi platform.
After the access profile is assigned to the person using Aidi, if administrative units are used, they will determine which projects will be read-only visible to that person in Aidi.
Users can view projects associated with the same administrative unit as themselves, as well as its sub-administrative units.
Note that the term “view” here is very important, since accessing a project in the same administrative unit does not necessarily allow you to modify or add to that project, unless the user is designated as contact for that project. (see next section)
Project Contact
In order to interact within a project, users must be designated as project contacts.
A project contact will be able to carry out all the tasks authorized by his or her access profile.
Access for Approval
In Aidi you can configure approval chains at different levels and for different items. You can designate individuals or roles as approvers.
All approval chains have a common denominator: the people responsible for approval must:
- Be added as a contact on the project.
- Have permission to approve the entity concerned (e.g. budget, purchase order, payment request, etc.).
Consequently, when configuring approval chains, only contacts who meet these two criteria will be displayed in the drop-down menu as available approvers. In order not to overload this list, administrators are not included in this drop-down menu and must be added as contacts on the project in order to be selected as approvers.
Restricted Access by Supplier
Aidi is a collaborative tool, and to optimize this collaboration you can invite external collaborators, such as contractors or professionals. Naturally, you don't want these external collaborators to have access to all project information, nor to that of other suppliers.
When creating a user account, a checkbox allows you to restrict the users access to their company data.
You can change this choice at any time by double-clicking on the user's line in the user list.
What is the impact of restricting the user to its company data?
When the user is restricted to its company data, the items listed on each page are filtered to show only what is associated with that contact's supplier. This sorting by supplier applies only to the following pages / entities:
- Proposal
- Purchase order
- Contractual changes
- Payment requests
- Invoices
- Operating expenses
- Framework contracts
- Declarations
- Holdbacks
For example, a user restricted to its company data whose access profile gives him read access to the invoice screen will only be able to view invoices linked to his company, even if there are invoices from other suppliers on the same project.
Approval for a user restricted to company data
An external user with restricted access to company data could be designated as an approver.
Restricted access to more than one supplier
It is also sometimes necessary for an external user to have access to the data of another company or supplier within the scope of a project, for example in the case of an external resource who needs to validate the work of a contractor. It is then possible to add access to a specific supplier's data for this project only:
- Access the Contact section of the project details page.
- Since the user is limited to company data, the padlock icon is visible.
- Click on the 3-dot menu.
- Select Add access to information of other suppliers
- Select the supplier(s) to whom this contact will have access to data for this specific project.
- Click Save.
✏️Note 1: Adding access to another supplier is done on a project-by-project basis, and must therefore be configured as described above in each project where it is required.
✏️Note 2: Only the contact identified as the project manager or an administrator can add access to other suppliers' data.
Scheduler access and permissions
Access to the scheduler is defined in the access profile permissions. However, the person designated as Project Manager in the project Contact section can also grant special permissions in the scheduler for other project contacts. Please see Scheduler permissions for more details.
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