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Customize User Access on your FMX site

Learn how to add new user types to your site, or edit existing ones, in order to designate each user's role and permissions:

  • Click Organization in the left sidebar then select the User Types tab at the top of the page.
  • Click Add User Type to create a new user type, or click on the details icon to edit permissions for an existing user type.

 

About Permission Levels

The user type editor gives you the ability to define what actions are allowed by users of each user type in your organization. 

For example, you may want to allow an “FMX Administrator” to read every maintenance request that has been created in your organization, however, you may want a tenant to only be able to read the maintenance requests that they themselves have created. 

Below are the potential options for these permission levels, and what each one means. You’ll see these options in drop down lists throughout the editor.

Any

Having a permission of “Any” for an action allows a user to take that action for any relevant item in the organization. So, using the example above for reading maintenance requests, it means a user would be able to read any maintenance request created in the organization.

Accessible Buildings

Having a permission of “Accessible Buildings” for an action allows a user to only take that action for relevant items that are associated to a building the user has access to. Building accesses are defined on a user by user basis by administering the user from the “Users” tab So, using the example above for reading maintenance requests, it means a user would only be able to read maintenance requests that were created for a building the user has been given access to.

Own

Having a permission of “Own” for an action allows a user to only take that action for a relevant item that they themselves have created or been assigned. So, using the example above for reading maintenance requests, it means a user would only be able to read maintenance requests that they have created or been assigned.

None

Having a permission of “None” for an action disallows the user from ever taking that action on any relevant item. So, using the example above for reading maintenance requests, it means a user would never be able to read any maintenance requests, even their own.

 

The User Type Editor

User Type

  • Name: Enter the name of the user type here.
  • Require liability insurance: When this option is set, users with expired liability insurance will be unable to create a schedule request. An insurance expiration date can be set in a user's account information page. 
  • Can administer organization: Allows a user to access the organization tab which gives the user the ability to configure site settings, modify user types, modify equipment types, and create approval processes.
  • Attributes: Add additional fields for the user's account information (ex. Employee ID#, Organization, Cell Phone Number, etc.)

Reporting Access

  • Organization reports: When this option is set, users of the user type will be able to view organization reports.
  • Personal reports: When this option is set, users of the user type will be able to view personal reports. 

User Access

  • Administer: Allow this user type to add a new user or edit existing account information for users in the system. 
  • Read: Allows this user type to view all users in the system. 
  • Delete: Allows this user type to delete other users in the system. 

User Notifications

  • Someone creates: User type will receive an email notification when a new user is added in the system.

Building & Resource Access

  • Create: Allows user type to add buildings and resources. 
  • Read: Allows user type to view the buildings and resources.
  • Update: Allows user type to edit building and resource attributes.
  • Delete: Allows user type to delete buildings and resources.

Equipment Access

  • Create: Allows user type to add equipment.
  • Read: Allows user type to view equipment.  
  • Update: Allows user type to edit equipment attributes.
  • Delete: Allows user type to delete equipment.

Equipment Log Access

  • Create: Allows user type to add to equipment log.
  • Read: Allows user type to view equipment log.
  • Update: Allows user type to edit equipment log.
  • Delete: Allows user type to delete equipment log.

Inventory Access

  • Create: Allows user type to create an inventory item. 
  • Read: Allows user type to view inventory.  
  • Update: Allows user type to edit inventory attributes.
  • Change quantity: Allows user type to update quantity on hand. 
  • Delete: Allows user type to delete inventory.

Inventory Notifications

  • Minimum quantity: User type will receive an email notification when an inventory item reaches its minimum quantity.

Maintenance, Technology, and Custom Work Request Module Access

  • Create: Allows user type to create this type of request.
  • Can create on behalf of: Allows user type to create a request on behalf of another user in the system.
  • Allowed request types: Restricts the request types a user can submit.
  • Read (Request and public responses): Allows user type to view the created requests and responses from the public
  • Read (private responses): Allows user type to read responses that have been marked private.
  • Can access hours: Allows user type to read and set hours of the work requests.
  • Follower access mode: Allows a user type to follow (receive email notifications for) and add other users as followers to requests.
  • Update: Allows user type to update requests.
  • Can access due date: User type can access and set request due date (if this and the following permission are not selected the system defaults to the request type default due date).
  • Can access scheduled time: User type can access and set a scheduled time for requests (e.g. 9:00am - 1:00pm). Note: Other steps are required to enable scheduled time for a module.
  • Approve or Decline: Allows user type to approve or decline the request if an approval process is in place for the organization. 
  • Requires approval: This user's work requests will require approval. 
  • Assign: Allows user type to assign users to requests.
  • Can be assigned: Allows user type to be assigned to requests.
  • Can assign Equipment: Allows user type to assign equipment items to requests.
  • Respond: Allows user type to respond to the user that created the work request.
  • Resolve: Allows user type to resolve a request or to be assigned to a request in the system. A user with "Any" can be assigned to any request and a user with "Accessible buildings" permission can be assigned to a request within their buildings. 
  • Edit Resolution timestamp: Allow a user to edit the time and date that a request was resolved.
  • Finalize cost: Allows user type to enter the finalized cost for work requests.
  • Can read cost: Allows user type to read the cost of work requests.
  • Can set cost: Allows user type to set cost of work requests.
  • Switch module: Allows user type to switch a work request in one work request module to another work request module (e.g. switching a request from the Maintenance Request module to the Technology Request module).
  • Delete: Allows user type to delete requests.

Maintenance, Technology, and Custom Work Request Module Notifications

  • Someone creates: User type receives an email notification when a request is created.
  • Someone modifies: User type receives an email notification when a request is modified.
  • Someone responds: User type receives an email notification when someone responds to a request.
  • Someone resolves: User type receives an email notification when someone resolves a request.
  • Someone approves or declines: User type receives an email notification when someone approves or declines a request.
  • Overdue: User type receives an email notification when a request is overdue

Schedule Request Access

  • Create: Allows user type to create a schedule request.
  • Read (unapproved): Allows user type to view unapproved schedule requests within their organization.
  • Read (approved): Allows user type to view approved schedule requests within their organization. 
  • Read (private): Allows user type to view private schedule requests within their organization. 
  • Follower access mode: Allows user type to follow schedule requests within their organization (a user who follows a request will receive email notifications when the request is updated).
  • Update: Allows user type to update and respond to schedule requests.
  • Respond: Allows user type to respond to the user that created the work request.
  • Cancel: Allows user type to cancel schedule requests. Canceled requests will not be deleted, but will free up the resource for another event. Canceled events can be rescheduled.
  • Delete: Allows user type to delete schedule requests. Deleted requests will disappear from the calendar.
  • Approve or Decline: Allows user type to approve or decline schedule requests if an approval process is in place for the organization. 
  • Estimate: User type has permission to estimate schedule requests if the resource requires estimating.
  • Invoice: User type has permission to invoice schedule requests if the resource requires invoicing.
  • Route: User type has permission to route requests to a prior state (pending approval, pending estimate, etc.).
  • View reservation time: Allows user type to view and set the reservation time.
  • Assign: Allows user type to assign users to schedule requests.
  • Can be assigned: Allows user type to be assigned to schedule requests.
  • Can set multiple buildings: Allows user type to select multiple buildings when entering a Schedule request.
  • Can create on behalf of: Allows user type to create a schedule request on behalf of another user in the system.
  • Can set other resource: Allows user type to have an additional option called "other" for each building so they can type in another resource.
  • Requires approval: Initiates the approval process for requests that the user type submits. Only applies if the resource requires approval. 
  • Requires estimating: Initiates the estimating process for requests that the user type submits. Only applies if the resource requires estimating.  
  • Requires invoicing: Initiates the invoicing process for requests that the user type submits. Only applies if the resource requires invoicing. 
  • Cannot choose resource: User type is not allowed to choose their resource.
  • Always require building: Checking this box will require this user type to enter a building when submitting a Schedule request.
  • Cannot requests all day: User type will not have access to schedule events 
  • Default to period-based: If period-based scheduling is enabled for your organization, checking this box will default new Schedule requests for this user type to period-based reservation times. User types will have the option to enter requests outside of period-based times.
  • Minimum notice: Limit the minimum number of days in advance that this user type is allowed to make schedule requests. 
  • Maximum notice: Limit the maximum number of days in advance that this user type is allowed to make schedule requests. 
  • Allowed request types: Allows user to make certain schedule request types
  • Operating hours access: Allows users to schedule during or outside of operating hours. 

Schedule Request Notifications

  • Someone creates: User type receives an email notification when a schedule request is created.
  • Someone modifies: User type receives an email notification when schedule request is modified.
  • Someone responds: User type receives an email notification when someone responds to a schedule request.
  • Someone approves or declines: User type receives an email notification when someone approves or declines a schedule request.
  • Someone accepts or rejects an estimate: User type receives an email notification when someone accepts or rejects an estimate.
  • Send own request invoices: When checked, the owner of a request will be emailed when the request is invoiced.

Transportation Request Access

  • Create: Allows user type to create a transportation request.
  • Read (unapproved): Allows user type to view the unapproved transportation requests.
  • Read (approved): Allows user type to view the approved transportation requests.
  • Update: Allows user type to update transportation requests. 
  • Cancel: Allows user type to cancel transportation requests. Canceled trips will not be deleted, but will free up the driver and vehicle for another event. Canceled trips can be rescheduled.
  • Delete: Allows user type to delete transportation requests.
  • Approve or decline: User type has permission to approve or decline transportation requests.
  • Assign driver: User type has permission to assign a driver to a transportation request once it is approved.
  • Assign vehicle: User type has permission to assign a vehicle to a transportation request once it is approved.
  • Respond: Allows user type to respond to transportation requests.
  • Finalize: Allows user type to finalize transportation requests.
  • Can create on behalf of : Allows user type to create a transportation request on behalf of another user in the system.
  • Minimum Notice: Limit the minimum number of days in advance that this user type is allowed to make transportation requests. 
  • Maximum Notice: Limit the maximum number of days in advance that this user type is allowed to make transportation requests.

Transportation Request Notifications

  • Someone creates: User type receives an email notification when a transportation request is created.
  • Someone modifies: User type receives an email notification when a transportation request is edited. 
  • Someone responds: User type receives an email notification when someone responds to a transportation request.
  • Someone approves or declines: User type receives an email notification when someone approves or declines a transportation request.

Planned Maintenance Instruction Set Access

  • Create, update, or retire: Select if the user type can create, update or retire PM instruction sets.

Planned Maintenance Task Access

  • Create: Allows users to create a planned maintenance task.
  • Read: Allows users to view planned maintenance tasks.
  • Update: Allows users to update planned maintenance tasks.
  • Retire: Allows users to retire planned maintenance tasks.
  • Execute: Allows users to execute or be assigned to planned maintenance tasks. A user with "Any" can be assigned to any task and a user with "Accessible buildings" permission can be assigned to a task within their buildings. 
  • Assign: Allows users to assign planned maintenance tasks to other users.
  • Respond: Allows user type to respond to planned maintenance tasks.

Planned Maintenance Task Events

  • Someone reopens: User type receives an email notification when a planned maintenance task is reopened. 
  • Someone responds: User type receives an email notification when a user responds to a planned maintenance task. 
  • Someone resolves: User type receives an email notification when a user resolves a planned maintenance task.

Purchase Order Access

  • Create: Allows users to create a purchase order.
  • Read: Allows users to view a purchase order.
  • Update pre-purchase: Allows users to update a purchase order before it has been purchased.
  • Update post-purchase: Allows users to update a purchase order after it has been purchased.
  • Respond: Allows users to respond to a purchase order.
  • Approve or decline: Allows users to approve or decline a purchase order.
  • Purchase: Allows users to purchase a purchase order.
  • Receive shipment: Allows users to receive a purchase order shipment.
  • Force close: Allows users to force close a purchase order.
  • Cancel: Allows users to cancel a purchase order.

Purchase Order Notifications:

  • Modified: User type receives an email notification when a purchase order is modified. 
  • Responded to: User type receives an email notification when a purchase order is responded to. 
  • Submitted: User type receives an email notification when a purchase order is submitted. 
  • Approved or declined: User type receives an email notification when a purchase order is approved or declined. 
  • Purchased: User type receives an email notification when a purchase order is purchased. 
  • Shipment received: User type receives an email notification when a purchase order shipment has been received. 
  • Force closed: User type receives an email notification when a purchase order is force closed. 
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