Manage Permissions

The Manage Permissions page gives account administrators the ability to modify the level of access that each role has. Although this page allows you to manage permissions by role, you can also modify permissions for individual users by going to the Permissions By User page.

When managing user roles, it is important to ensure that each role is well defined and only includes those members that should have the access granted by that role's permissions. For instructions on adding account roles, see Add New Account Roles.

  • Administrator Roles appear in red. These roles are eligible to receive additional permissions typically reserved for the account administrator. For more information or for the list of additional permissions that can be granted, see About e-Builder Administrative Roles.
  • Check boxes that are grayed out can only be selected for administrator roles. Asterisks indicate that users are required to be in the role at the account level in order to inherit the permission.
  1. In the Filter Roles and Users section, you can specify the following filter criteria:
    • Roles: Select this check box to filter for all roles. The All Roles box lists all the user roles available on the account. You can add or remove roles from the filter to the Selected Roles box using the directional arrows. For instructions on adding account roles, see Add New Account Roles.
    • Admin Roles Only: Select this check box to filter by Admin roles.
    • Users: Select this check box to filter by criteria such as the user name, first name, last name.
  2. Click Filter. The filter results are displayed.
  1. From the top navigation tabs, click the Setup tab or from the Utility menu by clicking the drop-down arrow next to your user name.

    2. If the Setup tab is not visible, click Access the Setup Tab, and then select the Setup check box.

    Accessing the Setup tab in e-Builder
  2. In the Administration Tools section, click Users.
  3. Click Manage Permissions.

Permission Settings

To grant permission to a role, select the check box for each permission. A description of the permission settings available on each tab of this page is provided below.

The asterisk indicates that users have to be in this role at the account level in order to inherit this permission. In other words, this permission cannot be applied to a project level role. For more information, see About Project Level Roles.

  • View Account Cost*: Gives users in this role the ability to view account level cost summary pages and the individual account level cost entities.
  • Add/Edit Master Commitment*: Gives users in this role the ability to add and edit master commitment changes.
  • Approve Final Master Commit*: Gives users in this role the ability to approve master commitments.
  • Approve Master Commitment Changes*: Gives users in this role the ability to approve master commitment changes and change commitment line items.
  • Change Approved Commit Line Item*: Gives users in this role the ability to approve changes made to approve master commitment line items.

    If a commitment was accidentally saved against the Contingency budget line item, when it should have been saved toward General Costs, persons with this permission setting will have the ability to approve this change or make such changes themselves.

  • Add/Edit Master Invoice*: Gives users in this role the ability to add and edit master invoices.
  • Approve Final Master Invoice*: Gives users in this role the ability to approve master invoices.
  • Import*: Gives users in this role the ability to import account level cost data.
  • View Account Funding: Gives users in this role the ability to view account funding.
  • Add / Edit Account Funding: Gives users in this role the ability to add and edit account funding.
  • View Report: Gives users in this role the ability to view a BI report.
  • Add / Edit Report: Gives users in this role the ability to add and edit a report.
  • View Bidding: Gives users in this role the ability to view an entire bid package.
  • Create Bid Package:Gives users in this role the ability to create bid packages.
  • Modify Bidding: Gives users in this role the ability to modify bid package details and respond to bidder questions. However, only the Bid Contact gets the Q&A notifications.
  • View/ Open Bid Tabulation: Gives users in this role the ability to view and open the bid tabulation.
  • Manage Template*: Gives users in this role the ability to manage bidding templates.
  • Create Public Project Event: Gives users in this role the ability to create public events. Everyone on a project is able to view public events, even if they are not an attendee of the event.
  • Create Public General Event*: Gives users in this role the ability to create public general events. Events are private by default.
  • View Contacts*: Gives users in this role the ability to view all contacts and contact details stored globally, even if the contact is not associated with a project.
  • Add/Edit Contacts*: Gives users in this role the ability to add contacts, modify contact details and import contacts.
  • View Project Contacts: Gives users in this role the ability to view contact details for the projects they have access to. This gives people on the project ability to see project specific contacts while concealing the entire global contact list.

    If there are 50 people in your company, but only five are working on a particular project, you may not want contractors to know every other contractor or A/E that you're working with.

Cost processes do not abide by these settings. Permissions for cost processes are set on the process properties page. For more information, see Properties Tab Overview.

  • View Cost: Gives users in this role the ability to view the overall cost summary and all cost related information on the projects they have access to.
  • Add/Edit Budget: Gives users in this role the ability to add and edit approved budgets and cash flow.
  • Add Budget Item: Gives users in this role the ability to add budget line items to approved budgets and budget changes.
  • Approve Final Budget: Gives users in this role the ability to approve the final budget.

    Users will not receive an email notification on approval requests unless the Notify user when approval requested setting is enabled in Cost Settings.

  • Approve Budget Changes: Gives users in this role the ability to approve budget changes.
  • Add/Edit Commit: Gives users in this role the ability to add and edit commitment changes.
  • Approve Final Commit: Gives users in this role the ability to approve commitments.
  • Approve Commit Changes: Gives users in this role the ability to approve commitment changes and change commitment line items.
  • Change Approved Commit Line Item: Gives users in this role the ability to approve changes made to approved commitment line items.

    If a commitment was accidentally saved against the Contingency budget line item, when it should have been saved toward General Costs, persons with this permission setting will have the ability to approve this change or make such changes themselves.

  • Add/Edit Actual: Gives users in this role the ability to add and edit invoices.
  • Edit Retainage of Actual: Gives users in this role the ability to manually edit item retainage amounts on commitment items in the 'Draft' or 'Received' status. If you select the Edit Retainage permission for a role or user, the check boxes for Add/Edit Actual and View Cost permissions will also be selected automatically for the role or user.
  • Approve Final Actual: Gives users in this role the ability to approve invoices.
  • Change Approved Gen. Invoice Line Item: Gives users in this role the ability to approve changes made to approved general invoice line items.

    If an invoice was accidentally added toward Contingency, when it should have been added to General Costs, persons with this permission setting will have the ability to approve this change or make such changes themselves.

  • Import: Gives users in this role the ability to import cost data.
  • Manage Templates*: Gives users in this role the ability to manage cost templates. This setting might be useful if the workload needs to be shared among various people or departments.
  • Modify Forecast: Gives users in this role the ability to make changes to the forecast. This permission setting will likely be restricted to project managers.
  • Bluebeam: Gives users in this role the ability to launch a Bluebeam session. The Bluebeam capability must be enabled on the account by Support in order to see this permission. See Bluebeam Permissions for more information on this feature.
  • View All Sent Items: Gives users in this role the ability to see all of their sent items as well as the items sent by everyone else.
  • Manage Quarantine: Gives users in this role the ability to manage the spam quarantine. See About Spam Filter for more information on this feature.
  • Import: Gives users in this role the ability to import document custom fields into one or more documents already within e-Builder. This can be used to provide a large amount of meta data to multiple documents using a single transaction.
  • View Equipment Items: Gives users the ability to view the list of equipment items.
  • Add/Edit Equipment Items: Gives users the ability to add and edit equipment items.
  • Update Date Required on Job: Gives users the ability to update the date that items are required to be installed.
  • Manage Form Instances*: Gives users in this role the ability to close form instances or change the permissions on the instance.
  • Manage Form Types*: Gives users in this role the ability to add, remove or modify fields on form types.
  • Import*: Gives users in this role the ability to import form instance details.
  • View Funding: Ability to see funding sources under the Project Cost.
  • Add / Edit Funding: Ability to Add a new funding source and complete deposits against the source.
  • View Capital Plan*: Gives users in this role the ability to view capital plans. In some cases, there may be someone responsible for managing capital plan and another responsible for scenarios.
  • Modify Capital Plan*: Gives users in this role the ability to add/ edit capital plans.
  • View Planning Scenarios: Gives users in this role the ability to view planning scenarios. In some cases, there may be someone responsible for managing capital plan and another responsible for scenarios.
  • Modify Planning Scenarios: Gives users in this role the ability to add/edit planning scenarios.
  • Manage Templates*: Gives users in this role the ability to manage planning templates.
  • Manage Processes*: Gives users in this role the ability to update process types without being an account administrator.
  • Manage Workflow: Gives users in this role the ability to manage process instances, which includes the right to override steps, update and take action on steps of the processes they have access to.
  • Import: Gives users in this role the ability to import process instance details.
  • Manage Private Notes: Gives users the ability to view and add private project notes via the Project Details page - Notes tab.
  • Add New Project*: Gives users in this role the ability to add new projects and apply project templates. Account administrators might choose this as an alternative to giving certain roles/ users full administrative rights.
  • Update Project Details: Gives users in this role the ability to update project details, such as project name, the project administrator, address, project start and end dates, and project custom fields.
  • Subscribe*: Gives users in this role the ability to subscribe other users to a report.
  • Copy*: Gives users in this role the ability to copy a report. If you create a personal report, someone with this permission can copy this report for themselves or others. However Account Administrator's reports cannot be copied because they have the ability to make it available to others if they choose.
  • View Schedule: Gives users the read-only ability to view the schedule from the Project menu.

    This permission is available only for accounts with the current schedule enabled.

  • Manage Templates*: Gives users in this role the ability to create schedule templates from a project and apply templates to a project.

    Instead of adding project managers to an e-Builder Admin role (that may be able to approve budget changes) just for the purpose of creating schedules, you can assign them to a schedule only type role. Your Administrator can create a Schedule Manager role with permissions to initiate and manage schedule templates on new projects. Though this type of role is an administrative one, users belonging to this role will have permission only to create schedules and manage schedule templates. This role can only view Cost information and will not have any other Cost permissions.

  • Manage Baselines: Gives users in this role the ability to create and delete baselines.

    Users with this permission can overwrite the baseline after it has been created and saved.

  • Manage Project Level Settings: Gives users or roles the ability to manage project-level submittal settings. This permission is only applicable to account level administrative roles.

    When this permission is selected, the View Submittals permission is also automatically selected by default. All users with View permissions to the Submittals module will be able to view the project-level submittal settings. However, only the users with Manage Project Settings permissions will be able to edit and save project-level submittal settings.

  • View Submittals: Gives users in this role the ability to view submittal items, submittal packages, and project-level submittal settings. When the View draft submittals setting is turned on, all team members who have the View Submittals permission will be able to see Submittal Register Items and Packages that are in Draft status.
  • Add/Edit Submittals: Gives users in this role the ability to add and edit submittal items. This permission is typically intended for general contractors or the primary role who is directing the flow of submittals between construction and design teams.
  • Create Submittals: Gives users in this role the ability to create new submittal register items and packages, and to submit to the general contractor. The users cannot edit or view draft items that are not their own creations. This permission is typically intended for subcontractors to manage their own subset of the submittal register.
  • Create Time Sheets*: Gives users the ability to create and submit time sheets. Please be aware that if users are submitting time for billable activities, bill rates must also be set for these particular activities to be enabled on the time sheet. For instructions, see Manage Account Bill Rates.
  • Manage Workflow*: Gives users in this role the ability to create, edit and delete workflows. The role must be an account admin role in order to receive this permission. Workflows are required to route submitted time sheets to the appropriate parties. For more information, see About Workflows.
  • Manage Account Bill Rates*: Gives users in this role the ability to manage account bill rates. Bill rates are required for billable activities. Users with this permission are able to set hourly rates per user. You can set a default rate at the account level and also specify rates for particular projects in the event they differ from project to project. Rates must be set in order for users to view billable activities on their time sheets. For more information, see Manage Account Bill Rates.
  • Manage Project Bill Rates: Gives users in this role the ability to manage project bill rates. Although rates can be set at the account level, they can also be modified at the project level. Changes made on either page are reconciled and updated simultaneously. For instructions, see Manage Project Bill Rates.
  • View Payout*: Gives users in this role the ability to view the payout amount on their time sheet, which includes their bill rate. Without this permission, users will only see the total amount of time entered per project and activity. For more information, see Your Time Sheet Page Overview.
  • Manage User*: Gives users in this role the ability to add and remove other users from the account.
    • Please be aware that adding additional users does add licenses to your account, so it is advisable to keep this permission to a minimum.
  • Manage Membership: Gives users in this role the ability to manage the projects that users are on and user roles.
  • Manage Templates*: Gives users in this role the ability to create user templates, such as project level role templates.