Sharing Reports§

The way that report permissions are determined has changed. From now on, reports are shared directly with one or several users. The owner of a report determines with whom the report is shared, and what those users can do with it (view, edit or delete the report).

Report permissions are no longer set and distributed in the same way as for events, resources, prices, contacts and tasks. Managing report permissions has been removed from the system settings. From now on they will now be managed by the owner of the report, under the reports themselves.

Reports can be shared with users and with user groups (also new!). Users will always inherit permissions from the user group they belong to.

For example: if Jan receives permission to view but he also belongs to the Technicians user group, which can edit and delete, then Jan will be able to edit and delete the file. He acquires those permissions via the user groups that he belongs to.

You set up report sharing via the templates inspector or the generated documents inspector. In the report templates inspector, the owner can determine with whom the template is shared and with whom the generated document will be shared initially. By default the generated document is shared with users (as set up in the template inspector), but the owner of the generated report can edit the default permissions and share the document with additional users. Please note: the user who generates the document will be the owner of that specifically generated document.

An administrator has the same capabilities as an owner.

You can read all about it in the reports manual.

The switch

The permissions system that is used for all other Yesplan elements was also used for report templates and generated documents before this version of Yesplan. When switching to this version, the permissions for report templates were switched to the new system of ‘sharing’ but the permissions for existing generated documents were retained in accordance with the previous system.

You can decide, per generated document, whether to switch to the new system of ‘sharing’ (e.g. after verifying that this doesn’t have any adverse consequences). You can do this in one go for all ‘old’ generated documents via the report template inspector.

You can read how to do this in the reports manual under the chapter “Documents that were generated before the introduction of ‘sharing’

Teams for Human Resources, User Groups for Permissions§

Teams and permissions have been separated: it wasn’t a good marriage and in the end the new situation is better for both parties.

In the past we attempted to summarise the organisation’s complex structure in one definition whereby users were classified in function of their permissions and human resources were classified in function of their grouping into teams.

After this update, ‘teams’ and ‘permissions’ will be regarded as separate concepts: human resources will be grouped in teams, permissions will be distributed to user groups.

From now on, teams are only a set of human resources. Teams are used in the Team Planner to quickly call up a group of human resource and when assigning tasks.

The newly introduced ‘user groups’ are sets of Yesplan users. From now on, user groups only serve to distribute permissions to a group of users.

So ‘teams’ are completely separate from users, user groups and Yesplan’s permissions system.

When switching to this version, an exact copy of the old teams was made both for teams (for human resources) and for user groups (for permissions). In practice nothing changes with regard to permissions and the composition of teams.

By dividing into teams for human resources and user groups for permissions, it is possible to put your house in order at your own pace. You can delete items from the list of teams that used to be used for permissions (for example so that the drop-down menus for choosing the right team only contain those teams that are useful in the context of human resources). Similarly, you can delete items from the list of user groups that used to be used for grouping human resources (and perhaps sometimes led to permissions being set incorrectly).

Diverse Improvements§