Users

Users are set up by assigning an Upvise licence to your employee in workbench.

The Owner field of any data item (Contact, Task, Deal, Project, Form,...) determines which User in your account "owns" the data. You can restrict access for each User to all or only his own data, by setting the user privilege.

There are three types of Users:

Standard Users can access only the data they own, i.e. data items for which the Owner field is set to this user or the owner is unassigned, or there is no owner field.

The ownership rule is as follows:

When a Standard user is Owner of a Project, Job or Equipment, the user can see all forms linked to this master data item, even if the user is not specifically the form owner.

In other words, the access rights given to a user for an Equipment, extend to the forms created under that Equipment. Since the user is owner of the Equipment, the user is authorized to view the forms linked to this Equipment.

Where the standard user is the owner of a job, the user will be able to view all forms linked to that job.

Manager Users can access all data, except if configured to manage a sub-set of users.
Administrators can always access all data, and can also manage user accounts, renew licenses, import / export & perform backups

N.B.: the Contacts app has a special "Data Shared by all Users" option, which overrides user privileges. Go to the Contacts web app Options menu to configure this option. When Data Shared by All Users is checked, all Contacts and Companies are accessible by all users, even Standard Users, who can otherwise only access the data they own. In this case, when a Standard User is not explicitly an Owner of a data item, the Edit and Delete functions are blocked for this item and user.

see Upvise FAQ’s for troubleshooting advice.

When projects are synchronised to Upvise, they initially assume the Workbench Job Manager as the default owner. However, this default setting may not align with the preferences of standard users. To address this, it becomes necessary to either manually assign owners or opt for a scenario where projects have no designated owners. Enabling the 'Upvise Project Owners Sync Disabled' setting becomes pivotal in this process, ensuring that the synchronization no longer affects the Upvise Project Owner field. This configuration is particularly crucial for financial companies linked to the Upvise instance.

This setting should be determined before any Job data is synced from Workbench to Upvise.

Once this setting is activated, Upvise administrators gain the flexibility to add owners manually to projects or choose to leave the owner field empty. Opting for a blank owner field grants visibility to all standard users, allowing them to access and view the projects.

For managers, there is a default setting where they can see their own projects. Additionally, managers have the option to switch to the 'Everyone view,' enabling them to observe all projects within the list. It is important to note that only managers and administrators possess the authority to apply the 'Everyone view.' Furthermore, this view can be set as the default through the project options, ensuring a seamless and efficient user experience.

Mobile Interface:

Navigate to the project and select the person icon to switch owner views:

It is also important to adjust the user rights under the options menu. Almost every site should limit the creation and editing of projects to an admin role. Make sure these two tick boxes are ticked.

Equipment management deviates slightly in that the default setting does not synchronise the owner to the equipment item. When Plant is synced to upvise, the owner is set to “Everyone” by default. Consequently, all equipment is thereby visible to all users.

In this setup, all users possess the ability to access equipment details and submit forms. However, a key distinction arises for standard users – they are limited to viewing forms exclusively raised by them. Forms initiated by other users against the same equipment are not accessible to standard users.

An integral aspect of the equipment module lies in configuring user rights through the 'Options' menu. This feature provides a nuanced control over the functionality available to standard users.

Within the user interface, text, application, and email components, critical options typically selected include:

Only admin can create and edit equipment
Only admin can change equipment ID

Enabling these two options serves as a safeguard against inadvertent errors, ensuring that users, apart from administrators, are restricted from making modifications or creating equipment. This deliberate restriction mitigates the risk of unintended changes and reinforces the accuracy and integrity of the equipment data.

Within the Contacts feature, a pivotal setting significantly influences Upvise users. This critical setting revolves around 'Data shared by All Users.' Notably, without this option selected, standard users are restricted to viewing only the data they personally own. It is imperative for Upvise clients to thoroughly review and consider this setting, especially when dealing with potentially sensitive information stored within employee records. The decision to tick or untick this option carries substantial implications for data visibility and access privileges, warranting careful consideration to align with user requirements and safeguard sensitive information effectively.

See Roles and Users for more settings and permission options.