When requesting a new user be added to your system, you will need to define what permissions the user will require.

This Article will explain what each permission is, and what the user will see if they have it applied.

You can request a new user at the form at this link, or if your system is brand new, you will be provided with a spreadsheet in which you can specify the user details and their permissions.

You can follow any links in this article to view more information on the functions involved.

Work Planning

The permissions for Work Planning are:

• View Work Planning
• Edit Work Planning
• Allocate Packages

While View work planning is required for the user to have the other permissions added to their account, Edit work planning and Allocate packages are not dependent on each other.

Also, if your system is configured with Programme SMART Performance Tools, you may also have access to the following permissions:

• View cyclical work packages
• Edit cyclical work package

These two permissions have no effect on systems that do not have Performance Tools.

View Work planning

If this permission is added to the user, then they are able to see and open the Work Planning section of the main menu:
 

Without this permission, Work Planning will not be visible. On clicking the Work packages item in the menu, the user will be able to see all work packages that have been created in the system:

Users with this permission can see and view the details of work packages, but cannot perform any actions with them:

Edit Work Planning

If the user has this permission added, they will have the ability to create new work packages, as seen by the new New work package button that will appear at the top of the pane:

For more information on how to build work packages, see the How to Build a Work Package article.

Allocate Packages

Adding this permission to a user allows them to allocate any active work packages to a field user. They will gain access to the Allocate work function at the bottom of the work package:

Users with only edit permissions can create work packages but not allocate them, and users with only allocate permissions can allocate the packages but not create or edit them.

View Cyclical Work Packages

Users with this permission are able to see the Cyclical Work section of the work planning menu, view the cyclical packages that are currently configured in the system, and run the performance report on the programme progress.

Clicking Cyclical work allows them to view the cyclical programmes that are configured in the system:

Users with View permissions are able to view the packages, the Programme report, and the performance report.

Edit Cyclical Work Packages

If the user has this permission, they gain access to the edit functions of the programme. This permission is recommended to be limited to one or two trusted or senior users as it is possible to do severe damage to the programme if used incorrectly.

Editors have the following options:

• Delete - Remove the programme from the system entirely.
• Edit- Change the parameters of the current programme.
• Rebuild - Rebuild the programme after making changes.
• Allocate / Deallocate - Activate or deactivate the programme on the system.

They also have active to the same reports as users with the view permission.

Reports

There are several permissions in the reporting section. this gives access to the various reports in the Data & Insights hub, depending on what modules are enabled on your particular system.

• View Condition Reports
• View Activity Report
• View Activity Summary
• View Repair Reports
• View Service Request Reports
• View GPS Accuracy Data
• View Created Date fields in Reports
• View Outstanding Service Requests in Assets

Also, if your system is configured with Programme SMART Performance Tools, you may also have access to the following permissions:

• View At A Glance Network Tab
• View At A Glance Programme Tab

These two permissions have no effect on systems that do not have Performance Tools.

View Condition Reports

This permission gives access to the Reports section of the Main Menu. Without this permission, the user cannot run any reports.

When this permission is granted, the user will have access to the following reports in the system:

• State Report - Run a report to see the current state of assets in the system.
• Status Report - View a summary of the status of all assets in the system broken down by ward.
• Network Condition Report - A quick report using Pie-charts that gives an overview of the current state of the network as a whole.
• Network Counts - The total number of assets broken down by area, or zones and road class.
• Attachments - View all attachments in the system that have been linked to assets, such as pdf site maps and image files.

View Activity Report

This adds the Activity Reports section. These allow the user to run time specific reports on the activity of the crews using the system.

• Activity Report- A detailed report showing the activity in the system for the specified date range.
• Monitoring Visit - view the results of any monitoring visits carried out within the specified date range. Requires the Monitoring module.

View Activity Summary

This requires the View activity Report permission, but adds the Activity Summary to the Activity reports section as seen above.

View Repair Reports

If your system has the Repair module, this permission adds the repair report to the reports section of the main menu.

View Service Request Reports

If your system has the Service Request module, this will add the Service Request report to the reports section of the main menu as shown above. To see the individual request on the assets themselves requires the View Outstanding Service Requests in Assets permission.

View GPS Accuracy Data

When enabled, this allows the user to see the GPS Easting and Northing  coordinates that were recorded by the tablet when the inspection was saved. This is compared to the coordinates of the asset in the system, meaning that you can see if your users are logging their work from another location rather than on site.

This information is displayed within the inspection record on the asset itself. 

Note that GPS accuracy on most android and Apple tablets is nominally 10m, but is often more accurate than this. In this case the user with the tablet was standing around 2m from the asset when they saved their inspection.

View Created Date fields in Reports

When activated, this allows the user to see the Created date filters in the various reports. This allows the user to filter on assets that were added to the system in a specific date range. This is useful for filtering out assets that were added by crews, rather than those that were imported into a new system.

View Outstanding Service Requests in Assets

This permission adds the Requested Work section into the asset view so that you can see any service requests that have been raised on individual assets. This is usually added in addition to the Service Request Report permission mentioned above.

View At A Glance Network Tab

This permission adds the At a Glance link to the top of the reports section. It also grants access to the Current Inventory Condition tab of the At A Glance reports. This shows the current state of the network as of their last known visit. It is a more details version of the network condition report which is limited to just the assets within your programme which are currently planned to be cleaned.

View At A Glance Programme Tab

This permission also add the At A Glance link to the top of the reports section. It also adds access to the Current Programme Status tab of the At A Glance reports. This shows the current progress of the programmed assets within the programme date range.

Operations

The final section of permissions are the Operations permissions. These cover carious actions the user can undertake on the asset data. These items are predominantly found in the Operations menu, and in the Report Actions button, as well as in the assets themselves.

Users will require the View Condition Reports permission to access many of these features.

• Download the asset data
• Export assets to Google Earth
• Print/Save report as CSV
• Add Assets and Edit Structural Data
• Bulk Move Assets
• Bulk edit assets in Reports
• Edit Inspection data
• Add historic Inspections
• Add Service Requests
• View Vehicle Checks
• View vehicle locations
• View and upload CCTV reports
• Delete individual assets
• Streetview on asset pages
• Edit cyclical target date
• Close service requests
• Bulk Delete
• View Attachments
• Edit Attachments

Download the asset data

This permission gives access to the Export Assets option in the Operations menu, and the Export button in reports.

Export assets to Google Earth

This permission gives access to the GoogleEarth button in the report actions, allowing you to download the assets and associated data as a KML file that can be opened and viewed in Google Earth.

Print/Save report as SCV

This gives access to the CSV button in the report actions. This allows you to save the results table as a CSV file. This is only a copy of the results table. If you need the complete data on the assets in the results table, you need the first permission in this group and should use the Export button.

Add Assets and Edit Structural Data

Enable this permission to allow the user to add new assets to the system in the Data & Insights hub using the Add new asset option in the Operations menu , and also to be able to edit the structural data of all assets, such as it's location, construction, asset type etc. This is the information that can be found in the yellow drawers of the asset page.
 

Bulk move assets

If enabled, the user is able to move assets in bulk. This is generally not given and must be specifically requested as it is possible to  edit lots of asset info very quickly.

Bulk edit assets in reports

This shows the user the Edit Assets button in report actions, allowing them to edit the Ownership, Maintenance, Traffic Management, Cycle Length and Due dates on up to ten thousand assets at once. Should be used with great care!

Edit inspection data

This allows the user to go back and edit inspection data provided by app users. This should be restricted to trusted users as it allows them to retroactively change the information entered at a later date.

Add historic inspections

Allows the user to retroactively add inspections in the Data & Insight hub. This should be restricted to trusted users as while it allows a user to add inspections that may have been carried out on paper or by a subcontractor that does not use our tablet app to record their work, a malicious actor could use it to fraudulently add inspections for work that was not carried out.

Add Service Requests

Allows the user to raise work items on assets for remedial work to be carried out on the system, using the Request work button shown above.

View Vehicle checks

If your system supports the vehicle check module, this allows the user to view and administer the HGV Vehicle checks carried out in the KaarbonTech app.

View vehicle locations

When enabled, the Vehicle locations option is available in the Operations menu, allowing the user to view the last known locations of each tablet, as long as it has a user logged in to the KaarbonTech app.

View and Upload CCTV reports

This permission is required by anyone that manages CCTV surveys in the system. This allows them to view the CCTV projects that have been uploaded to the system by your crews and also to upload them to the system. If the user works with CCTV and Wincan, they need this permission to be able to work with them in the KaarbonTech system.

Delete individual assets

Allows the user to delete assets individually in the asset page. This allows managers and planners to remove historical or archived assets that are no longer needed, but not to delete assets in bulk.

Edit cyclical target date

Allow the selected user to edit the date that assets are due to be cleaned. On ProgrammeSMART systems, they will also need the permission to edit cyclical work to be able to update the programmes to use the edited dates, and recalculate the work items.

Close Service Requests

When enabled, the user can mark open service requests as Abandoned or Fulfilled.

View attachments

On systems that have the attachments module enabled, this allows users to view any attachments that have been uploaded on the individual assets, and also to view the list of all attachments on the system in the Operations menu.

Edit Attachments

This permission requires the above View attachments permission, and allows the user to not only view the attachments, but also to upload and deleted attachments form the system.