Managing Visibility of Data in Moovila

There are several points at which visibility may be managed--click to jump to a specific section, or read on to review all:

• Restricting the Visibility of a Project
• Restricting the Visibility of Tasks within a Project
• Restricting the Visibility of Cost-Related Data (Admin only)
• Restricting the View of the Financial Impact Associated with a Project
• Restricting the Visibility of Notes
• Restricting the Visibility of Risks

Restricting the Visibility of a Project

1. Project access is determined by the team(s) which have been assigned to that project. Users who do not belong to an assigned team or have not explicitly been added to a project via the "All Contributors and Access Management menu" will not be able to see that project. An exception to this is personal projects, which are visible only to the project owner. Learn more about teams here. 
2. If there is a team member that should remain on the team, but not have access to a project to which the team is assigned here is how to remove that team member. First, open the project from which the team member should be removed and click on the project's title.
   
    
3. The Edit Project dialogue opens. Click to open the All Contributors and Access Management menu. 
   
    
4. Click on the Access Rights button for that user until it displays "Restricted." The user will no longer have access to this project. Click Apply to save this update.
   
   
   

Restricting the Visibility of Tasks within a Project

1. Open the project whose task visibility will be restricted. Click on the Column Selector icon in the upper navigation.
   
    
2. The Column Display Settings dialogue opens. Click to add the Privacy column to the Power Grid.
   
    
3. Click into the Privacy column for the tasks whose visibility will be adjusted.
   
    
4. The Privacy dropdown opens. Choose from the following options:
   
   • 1. No Visibility Restrictions - Visible to all team members: This option will display the task to anyone on the team(s) assigned to the project. This includes extended team members, who are members from outside of the organization.
   • 2. Visible only to users in our enterprise: This option will hide the task from extended team members.
   • 3. Visible only to the task creator, assigner and owner: This option will further limit visibility on this task, allowing only those who are involved in the task to view it.
5. Click Save to apply these visibility updates.

Restricting the Visibility of Cost-Related Data (Admin only)

1. Only users who have been granted the Cost Visibility permission within the organization's security settings will be able to see cost or budget associated fields (any field that is prefaced with the word "Finance"). By default, users within Moovila are assigned to a Standard User role, which does not allow visibility of cost-related data. Extended users are always set to a Standard Users role and will also be unable to view cost-related data. Learn more about what extended users can see here. To confirm a user's permissions, click on the More Options button in the left navigation.
   
    
2. The More Options menu opens. Select the Data Table Maintenance option.
   
    
3. Click to open the User dropdown menu.
   
    
4. The User dropdown menu opens. Click on the Edit icon for the person whose permissions will be reviewed.
   
    
5. The Edit User dialogue opens. Note the security role that appears here--in this example it is the Project Manager role. This will be used in the next step. Click Cancel to exit the Edit User dialogue.
   
    
6. You are returned to the Data Table Maintenance dialogue. Click the Security Role dropdown menu to open it.
   
    
7. The Security Role dropdown menu opens. Click the Edit icon associated with the security role. In this example, the Project Manager role. 
   
    
8. The Edit Security Role dialogue opens. Scroll down to the Cost Management section. If the Cost Code Admin line is greyed out, it indicates that it is not in use for this role. If a user's security role does indicate that they have access to cost data, you may return to the Edit User dialogue (via step 3) and modify that user's role--by default, a standard user will not have that permission.
   

 

Restricting the View of the "Financial Impact" Associated with a Project

1. It is possible to indicate a financial impact associated with a project to provide a financial context for delays in project delivery. This number displays in the Project Info area, in project dashboards and may be shown in the Project Portfolio Power Grid view. **Is this only visible to users with the cost visibility permission?**
2. To control the visibility of this information, click on the project's title.
   
    
3. The Project Info screen opens. Click to switch to the Financial tab..
   
4. The Financial Tab opens. Here the dropdown menus can be adjusted to control which information is displayed and to whom:
   
   • Show The Impact Of:
     • (Loss) or Gain: Displays the impact of either funds lost or gained by the late or early delivery of a project.
     • (Loss) Only: Displays the impact of funds lost by the late delivery of a project.
     • Gain Only: Displays the impact of funds gained by the early delivery of a project.
   • Impact Visible To:
     • Leaders Only: Impact numbers will only display to users who have been assigned a leadership role in the project.
     • Leaders & Viewers: Impact numbers will only display to users who have been assigned a leader or viewer role in the project.
     • Leaders, Viewers, Members: Impact numbers will be displayed to everyone on the project's team with the exception of external team members.
     • Leaders, Viewers, Members, Extended: Impact numbers will be displayed to everyone on the project's team--internal or external members.

Restricting the Visibility of Notes

1. The display of notes may be restricted to limit the reach of this data. At the enterprise level, the default setting for notes visibility may be set to establish an organization-wide standard, which can then be adjusted on a note by note basis via the steps beginning with #2. Moovila admins may set the default note visibility via Enterprise Settings, accessible in the More Options menu in the left navigation.
   
   
   Using the dropdown menu, set the default to "All Project Participants" or to "Internal Members Only" and click Save.
   
    
2. In either the Project Notes or Portfolio Notes dialogue, if the column "Visibility" is not already included in the grid, click on the Column Selector icon in the upper navigation. 
   
    
3. The Column Selector dropdown opens. Click to add the Visibility column.
4. As notes are entered, use the Visibility field to indicate at what level this data will be surfaced:
   • Executive Notes Visibility: Only those users who have been granted the Executive Notes visibility permission via their security role will be able to view these notes. (This option is available for organizations with PSA system integrations to ensure that permissions are synced appropriately between Moovila and the PSA systems.)
   • Project Owners & Team Leaders: These notes will appear for the project owner and those who have been denoted as team leaders on the project. (This option is available for organizations with PSA system integrations to ensure that permissions are synced appropriately between Moovila and the PSA systems.)
   • Internal Team Members: Notes will display for everyone who is a part of this project's team, with the exception of extended users.
   • All Project Participants: Notes will display for everyone who is on this project's team.

 

Restricting the Visibility of Risks

1. The display of risks may be restricted to limit the reach of this data. In either the Risks dialogue, if the column "Visibility" is not already included in the grid, click on the Column Selector icon in the upper navigation. 
   
    
2. The Visibility column appears. Use the dropdown menu to indicate the desired visibility for each risk. Options include:
   • Project Owners and Team Leaders: Risks will display only for the project owner and anyone who has been assigned a team leader role for the project.
   • Internal Team Members: Displays risks for all team members who are not extended users.
   • All Project Participants: Risks will be visible for anyone who is a team member for this project.