When setting up Groups there are a number of considerations:
For companies with multiple regions and offices, Groups may be required to be set up for each Region and Office to enable differentiation of rights that may vary Region to Region and Office to Office.
When using the Automated Approvals Add-On Module it is important to consider Pre-Sales and Post-Sales approval groups that may be required at the User level and within Regions and Offices.
Add the Tools menu, select System Configuration:
Select the Groups tab.
4a. Creation of User Groups: At the Groups screen, create a new Group by selecting “New”. The Group setup screen will appear. Name the Group and enter a description of the group. The description is stored as a reminder of what the Group is for and only seen in the Group setup.
4b. Selection of rights for each Group:
After naming the Group the next step is to set the User rights for each screen within the Group. Screen settings are for:
Main: the rights on the Main tab define the areas of WeEstimate a User has access to. The screen shot below shows the rights defined on the Main tab.
Keep in mind the words: proposal, estimate, quote and job are used interchangeably.
Main Screen Group Rights:
Allow New Projects – check the box to allow Users to create new proposals/estimates/jobs
Allow Proposal Deactivation – check the box to allow Users to deactivate proposals on the Dashboard. WeEstimate does not allow for deletion of proposal records. Deactivation enables Users to indicate or mark proposals that are no longer valid.
Allow Service Quote – generally speaking this box is not a required User right. Typically Service Quote documents are included as part of the Proposal or Contract document(s) pages and therefore a checkbox on the Document screen is not necessary.
Allow Engineering Review – this setting is currently not activated in WeEstimate.
Allow Summary Report – checking this box enables Users access to the Summary Report for each job at the Dashboard screen. The Summary Report is a summary of the job often used for job review and approvals and passing job information to Operations for delivery.
Screens: which screens is the User Group allowed to have access to?
Program Options – access to Program Options enables Users to high level system configuration tools and information. This screen is typically reserved for System Administrators and high level Users.
Universal Report Grid (URG) – this screen provides sales report data and is highly recommended for Users and Management of all levels. Control for which Users see each other’s data is done in User Configuration, People Manager for each User.
Reports – check this box to provide access to the System Reports screen. Te Reports screen contains a variety of system reports such as: Market, Sales Person, Customer, Sales (won), RMR, Lost, etc. The reports available depend on the system licensed and reports selected. A complete list of reports is available from WeSuite.
Subcontractor Advanced – this screen is not yet available therefore no need to check this selection.
Notes – the Notes screen enables Users to create notes for departments or specific areas related to the job. Notes can be made for: Sales, Engineering, Operations, Finance, Support/Service, Monitoring and Test Inspection. This is a screen typically good for all Users.
Part Import – access to Part Import is typically a right given to System Administrators and Users allowed to import parts into the WeEstimate parts database. Most regular Users are not provided access to this area of the application.
Commission Universal Report Grid (URG) – this report grid provides commission information for all commissionable Users of the system. It is typically a screen reserved for the person or people responsible for Commission Management and payment information. The Commission URG is part of the Commission Management System, an Add-On Module with WeEstimate Professional or Enterprise licensed products.
Documents Screen – access to the Document screen should be given to any Users who need to produce proposal documents or contract documents.
Estimate Screen – access to the Estimate screen is needed by any User who will be creating job estimates. Access to the Estimate screen enables search and selection of parts, packages, box sales, Chargeable Items, RMR Items, RMR only sales, Test & Inspection Items, labor, setting of tax items, GP & Adjust, job forecasting, job status, the Approval Process and Commission calculations.
Contacts Screen – access to the Contact screen is needed by any User who needs to add, create, search on customer, site, billing, GC, subcontractor and contact information to proposals.
User Configuration – access to the User Configuration screen enables setup and editing of User information within the system. Access to this screen is typically reserved for System Administrators and higher level Users.
Contact Import – access to the Contact Import area of the application enables Users to import Contact files such as PST or Exchange. WeSuite can assist in Contact Import during the initial system configuration. Contacts can also come from the accounting system integration (if using the integration). Generally Contact Import is reserved for System Administrator level.
Customer Configuration – this checkbox is not functional at this time and therefore is not necessary to check.
Editors are typically reserved for System Administrator level or high level Users with additional configuration responsibility within the software.
Chargeable Items Editor – the Chargeable Items Editor enables set up and editing of Chargeable Items within WeEstimate. Chargeable Items is an Add-On Module. This editor is available to systems that include the CI Module.
Package Editor – the Packages Editor enables setup and editing of global packages (available to all Users) within the system.
Part Editor – the Part Editor enables full access to the parts database within WeEstimate and editing of parts i.e. disable parts, change pricing, description, pricing contracts, etc.
RMR Code Editor – RMR is an Add-On Module, this editor is available to systems that include the RMR Module. This editor enables set up and editing of RMR codes within WeEstimate. RMR Codes created in WeEstimate can be set differently for each office. This editor also enables disabling of RMR Codes no longer needed for use in WeEstimate. Items are not deleted in the event they have been included on estimates/proposals within the system.
Test & Inspect Editor – the Test & Inspection Module is an Add-On Module available in WeEstimate Professional and Estimate. The editor enables creation of Test & Inspection items for use within WeEstimate.
Region Selection – rights to Region Selection allows Users to select Regional labor rates to use for each quote. Regional labor rates are for company labor at the set cost and sell rates established under Regions and Offices.
Quick Quote – this is generally a setting used for residential sales people who have sold a job and want to record only the customer information, close date and sale price against their quota. Quick Quote is available at the New Project Screen.
Engineer Selection – check this box for any User needing access to Users set within the system as “Engineer”. Engineers selection is available at the New Project Screen and from the Status Tab on the Estimate screen when needing to put a job into Engineering status for review by a designated Engineer.
Contracts – The Contract Module is an Add-On Module available within WeEstimate Professional and Enterprise version of the software. Selection of this checkbox enables access to Contract documents and setup at the Document screen.
Setup – access to commission system / plan configuration and set up. This is typically reserved for System Administrators and Commission Administrators. Additional training is recommended.
OK To Pay – access enables selection of payment options on the Commission URG and is typically reserved for Commission Administrators.
Contacts Screen Group Settings:
The Contacts tab in Group Rights settings is used for selecting the User rights at the Contact screen within WeEstimate.
Edit Customer – this setting is typically reserved for System Administrator only level as this enables editing of a customer (entity) name within the system. Editing and then accepting the edit(s) updates all records within the database with the new Customer entity information.
Change Customer – this setting allows Users to change the originally selected Customer to a different Customer record within the database. This can be a useful right for Users of all levels as the need to change the Customer record on an estimate can happen (i.e. mistakenly select on Customer name and should have selected another, or thought bid was to Customer “X” and instead it was to Customer “Y”).
Add New Location/Contact – enables Users to create new Customer entities, billing, site and contact records in WeEstimate.
Edit Location/Contact – enables Users to edit record information within the WeEstimate database. If the record came from the accounting database (real time link using WeEstimate accounting integration Add-On Module), Users will not be able to edit the information, as it does not reside in the WeEstimate database. Editing information from Customer or Contact records within the WeEstimate database and accepting the edit(s) will update all records with that Customer or Contact information within WeEstimate.
Allow Contact Email – enables Users access to Contact email information within the database and to add email information to Contacts.
Contact Note Addition – enables Users to add notes specific to that proposal within the Customer screen in WeEstimate.
Advanced Site Tab – this is currently not in use within WeEstimate.
Edit Default Customer – this right should be given only to System Administrators. The Default Customer record set up by WeSuite during initial system configuration should not be edited without first speaking with WeSuite. The Default Customer record is typically set up as your company with your company site and billing address and is used when the customer name/information is not yet known when starting a quote or when bidding to multiple GC/ECs or entities.
Contact sources can be from WeEstimate (WeSuite) and / or from the Accounting system connected to WeEstimate.
WeSuite – select WeSuite as a contact source when contacts have been loaded into the WeEstimate database and are being search on by Users. Using WeEstimate as a Contact source is almost always a must, as this is where new records are added to the database.
Accounting – select Accounting as a contact source when WeEstimate is integrated with an accounting system and use of the customer records / contacts within the Accounting database are to be searched on from within WeEstimate for use on new proposals.
Estimate Screen Group Rights:
The Estimate screen group rights settings area contains rights for Parts, Packages, Features, Labor, Subcontractors, Pass-Throughs, Tab, Part Sources, Other Options, RMR, Chargeable Items and the Accounting Interface.
The tabs for Chargeable Items, Subcontractors, RMR, the Accounting Interface and some of the Options in Other Options are related to available Add-On Modules for WeEstimate.
Allow One Time Part Addition – check if User is allowed to add parts to their quotes that do not exist in the parts database. Adding a part to the estimate does not add the part to the database. It only adds it to this estimate so that the User can continue with their quote/estimate.
Allow Part Drag/Drop – enables parts to be dragged and dropped from search results window on to job folders.
Allow Part Editing – allows Users to edit the description of part in the Bill of Materials. Note: this does not change the description within the database.
Allow Part Deletion – allows Users to delete parts from an estimate. Note: this does not delete part from the database.
Allow Package Addition – allows Users to create their own packages at the Package tab in the Estimate screen. These packages belong only to the User who created them and are not shared with other users.
Allow Package Deletion – allows Users to delete packages they have created at the Packages tab within the Estimate screen. This does not affect Global Packages.
Allow Package Editing – allows Users to edit the packages they create at the Packages tab within the Estimate screen. This does not affect Global Packages.
Lease Price Editing – allows Users to edit the lease price on a lease price package. Lease packages are part of the Lease/RCM Add-On Module.
Supporting Documents – allows Users to add supporting documents to a specified location on your server from within WeEstimate at the Estimate screen, Project View window.
Photo Editor – this functionality is not yet supported in WeEstimate.
Show Forecasting – enables the Forecast tab to be active at the Estimate screen. Allows Users to forecast the percent to close, closing date, market and next action date and action for their estimates.
Edit Job Status – allows Users to change the job status at the Job Status tab on the Estimate screen in WeEstimate. This is an important function for sales reporting and reporting filters to be effective.
Show Approvals – if using the Automated Approval Add-On Modules, this right should be enabled for Users in approval systems. This enables the Approval tab to be visible and useable on the Estimate screen.
Allow Status Change – allows Users to change the job status at the Estimate screen after a job has been won.
Schedule Editing – allows Users to edit the hours on the Labor Grid within the Estimate screen. If a user is to use only the hours brought on to an estimate as hours associated to parts, then this would not be a right to provide.
Auto Calculate – allows hours brought on to the job associated to parts to auto calculate to the Labor grid from the Bill of Materials.
Box Sale – allows use of the box sale icon on the Estimate screen. If selected all labor on the quote is removed by the system. Parts, Chargeable Items and RMR Items remain as part of the cost/sell and additional services of the quote.
RMR Box Sale – allows use of the RMR box sale icon on the Estimate screen. If selected, all parts and Chargeable Items are removed from the quote. Labor is preserved and can be used or removed.
Edit – allows Users to edit the subcontractor description as an item in the Chargeable Items grid. For instance, changing a subcontractor name or description of what the subcontractor is doing.
Edit –allows Users to edit Pass-Through items on the Chargeable Items grid.
Tax – allows Users access to and use of the Tax tab at the Estimate screen.
Status – allows Users access to and use of the Status tab at the Estimate screen.
WeSuite – allows access to parts imported into the WeEstimate parts database.
Accounting – allows access to parts in the accounting database. Only supported if using WeSuite accounting integration module.
GSA/Contracts – allows access to Fixed Price Contracts set up within WeEstimate is using the Fixed Price Contracts Add-On Module. Enables Users to create quotes using pricing parameters of selected contract at New Project Screen.
Use Part GPM – enables Users to change GPM on parts within their estimates using the Parts GPM icon and change fields (at icon and at line item) if this right is selected.
Use Part Discount – allows Users to specify a discount on parts within their estimates using the Part Discount icon and change fields (at icon and at line item) if this right is selected.
Use Discount From List – allows Users to specify a discount from List price within their estimates using the Discount From List icon and change fields (at icon and at line item) if this right is selected.
Variances – enables access and use of Variances at the Properties tab on the Estimate screen. Variances can be changed for globally set calculations such as: freight, warranty, burden (sales price), material burden.
GP Adjust – enables access and use of GP or Sale price adjustment at the Properties tab on the Estimate screen. Allows users to adjust either the total GP of a job (and sale price will automatically recalculate), or the total sale price (and the GP for the job will automatically recalculate) based on materials, labor and chargeable items on each job. (see next item).
GP Adjust Items – if selected GP or Sale Price for GP Adjust in the Properties tab at the Estimate screen will adjust based on User checking: material and/or labor and/or chargeable items. If this right or option is not checked here, Users will only be able to adjust pricing on materials. Consider that for labor only jobs, it is important that this right is included.
Customer Pricing on Sold – this enables the User to be able to specify a different winning price – actual versus what system shows as sold.
Contract Price Override – this enables the User to override a fixed contract price at the item level on the Bill of Materials.
Commission Management Override – this enables the User to override the commission on a job.
Accounting Source – if selected, this right enables the User access to and selection from RMR items from the Accounting system. Integration with an accounting system is required.
WeSuite Source – if selected, this right enables the User access to and selection of RMR items defined in WeEstimate.
Accounting Source – if selected, this right enables the User access to and selection from Chargeable Items from the Accounting system. Integration with an accounting system is required.
WeSuite Source – if selected, this right enables the User access to and selection of Chargeable Items defined in WeEstimate.
Accounting Interface: this requires use of one of the WeSuite Accounting Integration Modules.
Extended View Job Type – if selected, this right enables the User to see and select the Job Type selection drop down for the accounting import preparation at the Estimate screen, Total Project View window.
Extended View System Type – if selected, this right enables the User to see and select the System Type selection drop down for the accounting import preparation at the Estimate screen, Total Project View window.
Accounting Import – if selected, this right enables the User to be able to enact and complete the Accounting Import process.
Reset Accounting Import – if selected, this right enables the User to be able to Reset job where the Accounting Import process was already started effectively cancelling the import preparation.
Document Screen Group Rights:
Add – enables a User to create proposals in the system.
Delete – enables a User to delete proposals in the system.
Edit - enables a User to edit proposals in the system.
Scope of Work: WeEstimate enables Users to create individual scopes of work for each proposal and (if using the Contract Management Module) for contract documents. A scope of work is not universal and is only in the job or template drop down of the User that creates it.
Add – enables a User to add a scope of work to a document at the Document screen. This right will apply to proposal documents and contract documents (if using the Contract Management Module).
Delete – enables a User to delete a scope of work in proposal documents and contract documents (if using the Contract Management Module).
Edit – enables a User to edit a scope of work in proposal documents and contract documents (if using the Contract Management Module).
Add – enables a User the ability to add templates for: scope of work, cover letters and emails.
Delete – enables a User the ability to delete saved Templates for scopes of work, cover letters and emails.
Edit – enables a User the ability to edit saved Templates for scope of work, cover letters and emails.
Allow Section Editing – this right is not active in the application at this time.
Allow Email – if selected enables a User to email documents from within the Document screen.
Document Export – if selected, enables a User to export documents from within the Document screen.
Region Selection – enables Users to have access to regional labor rates outside of their designated Region. This is useful when a User is creating quotes in Regions outside of their region and needs to select a different Regional Labor rate for that quote.
Setting up Users in WeEstimate is easy. Go to the Tools dropdown and select System Configuration.
The next screen will include a tool bar as seen below. Select User Setup if the tab is not already open.
To begin setting up Users select the “New” button. The screen will change so that two things can occur:
1) Group Rights can be selected for the new User
2) The new User’s information can be completed:
Group Selection: Select the Group(s) rights this User should have within the application by checking the box next to the Group(s). Most Users belong to one Group however, there are times when a person such as a System Administrator, or a person in more than one approval system (Automated Approvals Module) may belong to multiple Groups.
Click here for Net Step: Setting up Users