Who can see and do what

What you can see and do in Workflow depends on your role in a department. A company administrator gives roles. A department manager can also add a person to one project. Everyone signed in has My Tasks, Tech requests and these docs.

When work starts, each task goes to the person who holds its job role (see Who gets each task); a task the client does goes by the job role that records it. A job role gives nobody a new right to approve. A manager puts people on tasks and takes them off. Two other acts also put a person on a task: a person who holds the job role starts a task that nobody is on, and takes it (see Move a task to another stage); and the person on a task who holds its job role hands it to another holder (see Hand over a task). When the production manager names the property's analyst or data-entry person on the Transaction page, that person is put on the property's open tasks of the job role that nobody is on; it takes nobody off a task.

Others who hold a task's job role can help on it while someone else is on it. They check off its checklist, answer its question, ask for and record what it waits for, and confirm its closing date, each under their own name. The person on the task stays on it. They do not skip, remove, assign or approve the task, ask for an approval or a hard wait, withdraw an approval or a hard gate, record a PSA amendment as received, or correct a recorded answer: those stay with the person on the task or a manager (a correction with a manager). See Who checks off a checklist.

Someone in management can view WarpCore as you, to see what you see. They cannot change anything while they view. In Workflow, the view shows what your roles and the projects you were added to let you do. A few people can also make someone a company administrator. That right comes with their own sign-in, not with a role, so a view does not show it. It lasts 12 hours from that sign-in: after that, they sign in again to make or remove a company administrator.

Everyone signed in sees every task of an engagement's work, and of its properties' work, on the engagement's Workflow page, so anyone can see where an engagement stands. A task of work your roles do not open is view only there: you cannot move it or open its project, and its files, its comments and the dates of its work stay with the roles above. See The Workflow page of a record.

Everyone signed in who can change an engagement's Overview names, changes or clears its coordinator, under Coordinator. The person picked must hold the Transaction coordinator job role in the department of the engagement's work. A locked engagement takes no change. See Name an engagement's coordinator.

Everyone signed in opens the Tracker and every view of it, except Engagements I coordinate, which only a holder of the Transaction coordinator job role has, and opens first for them. Everyone sees every engagement in progress with its milestones, their dates, who is on each and what each waits on. It shows no fees, no documents and no notes. Its one act is a coordinator's Accept on a hand-off sent to them. From it, anyone can open an engagement's Workflow page to view its tasks; to move a task, you need a role that opens its work. The engagement's Roadmap shows its checklist and its hand-offs to everyone who opens that page. A holder of the Transaction coordinator job role ticks the lines a person confirms, and each hand-off is sent and accepted by the job roles of its two teams. See Who can do what on the Tracker.

Everyone reads every request on Tech requests except the ones marked Visible only to Tech / Development, which only Tech / Development and the person who filed them read. Anyone with a role in Tech / Development reads them all, with every comment. A comment Tech / Development hid reads only for Tech / Development and the person who wrote it. See Who can do what on Tech requests.

A task, a project, a group and a Tech request each have Files and Comments. Whoever can open the card reads them. Whoever works the card adds files, comments and replies: a contributor, a department manager or a company administrator, and on Tech requests anyone who reads the request. Only the person who added a file removes it, and only the person who wrote a comment edits or deletes it. Nobody adds to a canceled project, the work of a deleted property or engagement, or a closed group. See Add files and comments to your work.

Department health, under Performance, opens for a company administrator, the executive observer and an executive (the CEO or an Executive on the Staff List), who see Whole company and every department, and for a department manager, who sees each department they manage. Anyone else sees no Performance group. Overdue invoices shows only to company administrators on Whole company and to Accounting's manager on Accounting's view, and to an executive, who sees every KPI. Fees billed by client, kind, sector and place shows only to the same people, on Accounting's view. The stored executive observer role alone does not see these two. The Department Health widget of the Dashboard follows the same rule: only a person who may open a view can add it, and it shows nothing to anyone else.

The numbers are the company's, the same for everyone who opens a view. A KPI's page lists only the cases in work you may open, and counts the others. A case that is a record's own, with no work behind it, such as a missing invoice or a cleared sign-off, shows to everyone who opens the view. See Department health.

Growth, under Performance, opens for the people who may open Department health: a company administrator, the executive observer, an executive and a department manager. Anyone else sees no Performance group, and a link to the page is refused. Everyone who opens it reads the same numbers. It names organizations only, never a person. See Growth.

Reassessment vs RPV, under Performance, opens for the same people as Growth: a company administrator, the executive observer, an executive and a department manager. Anyone else sees no Performance group, and a link to the page is refused. Everyone who opens it reads the same figures. Each value it shows beside a client is also on the property's own pages and its engagement's page, which every staff member may open. See Reassessment vs RPV.

A client organization's Track record, under its Insights, opens for everyone who can open the organization, with the payment lines. The Amounts row shows only to company administrators, the Accounting manager and executives. A person whose only role is Executive observer reads the index and its reasons, and no payment line. See Track record.

Everyone reads the required MEA version on Company Settings, reached from Workflow Templates. Only a company administrator changes it, and every change is recorded with who made it and when. See Company Settings.

• A final approval follows the approval given on Workflow roles. Legal also needs a bar admission on the Staff List. Any executive may give an Accounting or an Executive approval. Managing the project does not allow it, and being on the task is not enough. You may approve your own work. The approver must be able to open the work.
• An exception an approval named is marked resolved, or reopened, by its owner, or by a person who may give an approval that named it. See Mark an exception resolved, or reopen it.
• The items of a task's checklist are checked off by the people on the task, by others who hold its job role, or by a manager of the project, once the task is under way or done. A line WarpCore answers, from a value it holds, changes nobody's rights: the same people check the other lines, and may check that one ahead. Once WarpCore holds the value, that line has no box. See Check off a task's checklist.
• The same window holds what a person starts under Needs: a request, Not needed and Withdraw show once the task is under way or done, for the same people. What arrives from outside is recorded at any time: Received and Record answer show on any open request. A signed document uploaded on its record's page closes the request for it by whoever may edit that page, with no act on the task. See Ask for a document or a sign-off.
• A closing date is confirmed with the closing party on “Confirm the closing date” by the person on the task, by others who hold its job role, or by a manager of the project. See Confirm a closing date.
• The appeal's fields on an appeal task's card are entered by the people who enter them in the Appeals box: Legal, a JD or bar credential, or a developer. Being on the task adds nothing; anyone else sees the values.
• The post-closing survey is answered on “Complete the post-closing survey” by the person on the task, by others who hold its job role, or by a manager of the project. After Done, an unanswered row is still theirs; changing a recorded answer is for a department manager or above, with a reason. See Complete the post-closing survey.
• A manager of the project, or a person whose access says May override, can move work past a rule that would refuse it, and gives the reason. For example, they can move a task before the task it waits for is done. See Move a task to another stage.

• On most screens, a button you may not use is not shown at all.
• On Workflow Projects, the buttons show for everyone. If your role does not allow the act, a message at the bottom right says so and nothing changes. The Paused choice under Status is the exception: it shows only to a department manager or a company administrator.
• A page you may not open shows the message in “This may have been removed, or access to it may not have been shared with you”.

• A department manager can give themselves access to a project of their department. They keep that access while they keep the role that let them give it.
• When someone removes that role, Workflow also removes the access the person gave themselves in that department. If another role of theirs still lets them give access there, the access stays. When a company administrator is removed, the same rule applies in every department.
• Access the person gave to other people stays. The person stays on their tasks. If no other role of theirs lets them open the project, they cannot open it until someone gives them access again.
• Email about work that waits on someone goes only to people who can open the project. If nobody on that task can open it, the project's managers get the email instead. It tells them that no one who can open the project is assigned to the task, so they can assign someone who can.
• Email about a Tech / Development ticket goes only to people who can read it. Someone whose role in Tech / Development was removed is no longer emailed about a ticket marked “Visible only to Tech / Development”, unless they filed it.

For one project, ask a manager of its department to add you. For a role in a department, ask a company administrator. See Roles.