From the Estimators dialog box, click 
.
The Access Levels
dialog appears.
Access Levels for employees are set in the Estimator Detail dialog. Access Levels are recommended, especially when multiple users are using a Database. These levels help to protect the Database by requiring a Login Name, Password and an assigned Level of Access. This will ensure only employees with approved access can make updates or changes to Bid or Master Tables information.
From the Estimators dialog box, click .
The Access Levels
dialog appears.
Select an Access Level from those in the Description field. If the estimator is to be an administrator, put a check in the box next to Set as System Administrator. This estimator will have Full Access to all Database tables.
Choosing any other Access Level will allow you to set the estimator's Access Level for each of the Database Tables.
To set Access Levels for a specific Database table, click on the cell next to the Database Table under the View column to select the cell. Select the Access Level for that table.
Database tables are not bid-specific. Changing information in a database table can affect every bid in the database. Access Levels allow you to control access to each of the tables listed.
To create a new Access
Level, click 
. A blank line will appear under
the Description field. Fill in the name you want
to give the new Access Level and
assigned levels accordingly.
Click 
to return to the Estimator List (Master)
dialog.
To use Database Logins, there must be at least one Administrator and each estimator must be assigned a login name and password.
If you need assistance with creating Estimators, see Estimators.
|
Database Table |
Full Access |
Read Only |
No Access |
|
Master Items (these are the ITEMS stored in the database) |
Estimator will be able to add/modify/delete Master Items from the database such as updating pricing, adding/deleting, changing sizing, production rates. Master items cannot be deleted, however, if they are in use (Assemblies). |
Estimator will be able to review the entire Master Items LIST but will be unable to make changes. Once a Master Item is brought into a bid, however, the user would be able to make changes to it that affect THAT bid only. |
Estimator will not be able to access the Master Item LIST although, they can use Type Ahead function to add an item from the master list into to bid. Once there, they can modify the BID LEVEL item. They cannot save any changes to Master Items. |
|
Other's Bids (based on who is listed as Lead Estimator on the CoverSheet) |
Estimator will be able to SEE AND EDIT all bids in the database whether they are the Lead Estimator or not. |
Estimator will be able to ACCESS but will not be able to EDIT bids for which they are not the Lead Estimator. The Bids list will show all bids in the database. |
Estimator will not be able to access any bids for which they are not the Lead Estimator. The Bids list will display these bids, however, the estimator will not be able to open or edit them. They would be able to send these bids as a Bid Package and/or export them. They would also be able to DELETE a bid that is another estimators unless Bid List access is Read Only. |
|
Bids List (the Bids Tab) |
Estimator will be able to add, modify and delete any bid that displays on the Bids tab, regardless of who the Estimator is. This overrides any restrictions set for the Other's Bids table.
|
User will not be able to create new bids, however, based on Other's Bids setting, may be able to DELETE or modify an existing bid including creating alternates/changes orders. Estimator cannot Add, Delete Base Bids, Folders or Import a bid, however, they CAN add/modify/delete Alternates and CO's for existing bids. |
User has no access or view capability on the Bids tab. This is used primarily for database Administrators - someone assigned to update things like pricing, contacts, etc. Estimator will not be able to see ANY bids in the database nor will they be able to add any information to the Bids tab. This is generally reserved for a database administrator - someone that is responsible for setting up Master items/estimators, but doesn't actually do estimates. |
|
Master (this is the Master MENU) |
The entire Master Menu will be available to a user. HOWEVER, if the are not allowed to change Master Items or Payroll Classes, they will be only be able to VIEW those 2 categories. Estimator will be able to access all items on the Master menu. Settings in the Payroll Classes Access Levels overrides this setting, though. |
User will be able to VIEW all Master Menu selections but will not be able to make changes to the actual tables unless they specifically have Full Access rights to Master Items and/or Payroll Classes Estimator will be able to VIEW Master menu tables but will be unable to add/modify/delete items within the tables. This is overridden, by Payroll Classes setting. |
User will NOT be able to VIEW any Master Menu selections unless they specifically have Full Access or Read Only rights to Master Items and/or Payroll Classes All menu items on the Master list will be inactive/grayed out. |
|
Payroll Classes (the Master Payroll Classes) |
User will be able to make changes to Master Payroll Class information such as adding and deleting payroll classes, hourly rates, burden, etc. Estimator will be able to Add/Modify/Delete Payroll Classes. Regardless of what Access Level is selected under "Master" |
User will be able to access the Master Payroll Classes list, however, they will not be able to save changes to any Payroll Class. Estimator will be unable to add or edit Payroll Classes but would be able to access the dialog box from the Master menu but updates will not be allowed. |
User will have no access to the Master Payroll Classes LIST. They can still use Payroll Classes from the Master list in their bid, but they cannot invoke the actual list, nor can they save changes to Master Payroll Classes. Estimator will be unable to add or edit Payroll Classes but would be able to use items that use Payroll Classes in a bid. They will also be able to make changes to Bid Level Payroll Classes on the Payroll Tab . Master menu option for Payroll Classes will be inactive/grayed out. |
Even if a user is prevented from making changes to Master Items or Payroll classes, they will still be able change BID LEVEL Items and Payroll class information. Once an Item or Payroll Class is used, it is copied from the Master Tables into a BID LEVEL table for Estimator use.
Access levels rights for Master Items and Payroll Classes can override settings for Master (Menu).
Access level rights for Other's Bids override the Read Only setting for Bids List.
When your employees/estimators log into the database, their Access Level will be applied for the duration of their login.
Notice, in the screen below, the drop down list indicates Full Access, No Access or Read Only privileges for each of the 5 different Database Tables.
The Master Items options is a little different than MASTER. Master Items setting ONLY control access to the Items list while MASTER access settings control the entire Master menu (see below)
Bids for which the Lead Estimator is NOT the currently logged in employee/Estimator. To set the Lead Estimator, open the Cover Sheet. All employees that have a valid login will be listed in the drop down list for Lead Estimator.
The Bids Tab - a list of all bids/projects in the database
Anything under the Master menu
The Master Menu selection that brings up the Payroll Classes dialog box.
Now, you're ready to start sharing your database. If you are using SQL, it is simply a matter of having each user log into the SQL Server. If you are going to share an MS Access type database, please review Sharing Databases.