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Security Matrix Overview
Security Matrix Overview

An Overview of the security matrix and the staff access levels

Updated this week

Edition: Enterprise

User-level: Director*, Assistant Administrator*, System Administrator

*Read-only access

The Security Matrix in Synergy controls what is accessible for all users, based on their access level.

Differences by Synergy product

  • Synergy Professional and Business products do not allow you to edit the default security matrix settings. If the staff member needs more or less access, then you can change their access levels in the Staff list.

  • Synergy Enterprise product allows you to customise and change which features can be accessed by each security access level. You get the default settings outlined below, and you can edit these options to meet your company's requirements.

Access levels

Synergy has six security access levels that control staff permissions and reporting groups. Each staff record is assigned an access level during setup, defining their feature access within the organisation.

These levels are:

  • System Administrator – Full access, including subscription management.

  • Assistant Administrator – Access to almost everything, except staff costs.

  • Director – Similar to Administrator but cannot manage subscriptions.

  • Project Manager – Can create projects and invoices but cannot access salary details or financial reports with staff costs.

  • Assistant Project Manager – Can create projects, stages, and tasks but cannot change project status, create invoices, or view financial reports with costs.

  • User – Primarily for timesheet entry, task management, and project portal access.

Reset Security Matrix

If you've spent some time and have made many changes to the Security Matrix, it can be difficult to tell what you've changed. You may want to reset the entire matrix to default and start from the beginning.

You can do this by clicking the ellipses at the top right of the security matrix and selecting 'Reset':

You will then get a confirmation screen asking you to make sure you want to reset all settings. If you're happy to continue, click OK. This will take all security matrix options and set them to the Synergy default setting, including any Custom Access Levels you've created.

Security by feature

The security matrix is broken down by feature. Each feature will have a checkbox for each access level, allowing you to select or deselect that feature for that access level. A list of the sections is below, with further information through the links:

Teams

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Y

Y

Y

Add

Y

Y

Edit

Y

Y

Delete

Y

Y

Email templates

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Admin

Y

Y

Read

Y

Y

Add

Y

Y

Edit

Y

Y

Availability

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Admin

Y

Y

Read

Y

Y

Y

Y

Y

Y

Add

Y

Y

Y

Y

Y

Y

Edit

Y

Y

Y

Y

Y

Y

Bills

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Y

Y

Y

Create

Y

Y

Y

Y

Y

Y

Edit

Y

Y

Y

Y

Y

Y

Unlock

Y

Multi currency

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Add

Y

Y

Edit

Y

Y

Synergy CRM

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Y

Y

Add

Y

Y

Y

Y

Y

Edit

Y

Y

Y

Y

Y

Delete

Y

Y

Y

Y

Y

Contacts

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Y

Y

Y

Add

Y

Y

Y

Y

Y

Y

Edit

Y

Y

Y

Y

Y

Y

Delete

Y

Y

Y

Y

Y

Y

Projects

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Y

Y

Y

Add

Y

Y

Y

Y

Y

Edit

Y

Y

Y

Y

Y

Delete

Y

Y

Y

Y

Change project office

Y

Y

Phase

Y

Y

Y

Y

Y

Forecast

Y

Y

Y

Y

Performance

Y

Y

Y

Y

Y

Schedule

Y

Y

Y

Y

Y

Stage

Y

Y

Y

Y

Y

Task

Y

Y

Y

Y

Y

View budget

Y

Y

Y

Y

Y

Edit budget

Y

Y

Y

Y

Y

Actuals

Y

Y

Profit

Y

Y

Y

Y

Financial summary

Y

Y

Y

Y

Y

WIP

Y

Y

Y

Y

Y

Custom status

Y

Y

Create project types

Y

Y

WIP write-off

Y

Y

Y

Y

WIP transfer

Y

Y

Y

Y

Y

Pre-bill

Y

Y

Y

Y

Assign to Tasks [Fieldbook]

Y

Allow staff charge value in report*

Y

Y

Y

Y

Y

Stage Management

Y

Y

Y

Y

Y

Read Project Custom Fields

Y

Y

Y

Y

Y

Add Projects Custom Fields

Y

Y

Y

Y

Y

Edit Project Custom FIelds

Y

Y

Y

Y

Y

*Reports: If you are set up as a staff manager (using the 'reports to' staff field) then more options are available in the missing timesheets and direct reports. Other users can only view details on their own timesheets, not the timesheets entered by people in their team.

Project contact

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Y

Y

Y

Add

Y

Y

Y

Y

Y

Y

Edit

Y

Y

Y

Y

Y

Y

Delete

Y

Y

Y

Y

Y

Y

Set primary contact

Y

Y

Y

Y

Y

Set invoice contact

Y

Y

Y

Y

Y

Set care of contact

Y

Y

Y

Y

Y

Set portal access

Y

Y

Y

Y

Y

Y

Invoices

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Y

Y

Add

Y

Y

Y

Y

Y

Edit

Y

Y

Y

Y

Y

Delete a draft invoice

Y

Y

Y

Y

Y

Delete a cancelled invoice

Y

Y

Y

Finalise

Y

Y

Y

Y

Credit

Y

Y

Y

Y

Rates

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Add

Y

Y

Edit

Y

Y

Delete

Y

Y

Add rate variations

Y

Y

Add inspection rates

Y

Add project variations

Y

Y

Y

Y

Y

Add stage variations

Y

Y

Y

Y

Y

Document templates

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Generate

Y

Y

Y

Y

Y

Y

Read

Y

Y

Add

Y

Y

Edit

Y

Y

Edit layout

Y

Y

Delete

Y

Y

Project folder templates

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Generate

Y

Y

Y

Y

Y

Y

Read

Y

Y

Add

Y

Y

Edit

Y

Y

Delete

Y

Y

Contact folder templates

Feature

User

Assistant project manager

Project manager

Director access

Assistant administrator

System administrator

Generate

Y

Y

Y

Y

Y

Y

Read

Y

Y

Add

Y

Y

Edit

Y

Y

Delete

Y

Y

Staff folder templates

Feature

User

Assistant project manager

Project manager

Director access

Assistant administrator

System administrator

Generate

Y

Y

Y

Y

Y

Y

Read

Y

Y

Y

Y

Y

Y

Add

Y

Y

Edit

Y

Y

Delete

Y

Y

Subscription

Feature

User

Assistant project manager

Project manager

Director access

Assistant administrator

System administrator

Read

Y

Roles

Feature

User

Assistant project manager

Project manager

Director access

Assistant administrator

System administrator

Read

Y

Y

Add

Y

Y

Edit

Y

Y

Delete

Y

Y

Titles

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Add

Y

Y

Edit

Y

Y

Delete

Y

Y

Contact status

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Add

Y

Y

Y

Edit

Y

Y

Y

Delete

Y

Y

Y

Cost centres

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Add

Y

Y

Y

Edit

Y

Y

Y

Delete

Y

Y

Y

Disciplines

Feature

User

Assistant project manager

Project manager

Director access

Assistant administrator

System administrator

Read

Y

Y

Y

Add

Y

Y

Y

Edit

Y

Y

Y

Delete

Y

Y

Y

Expense types

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Y

Y

Y

Add

Y

Y

Y

Edit

Y

Y

Y

Delete

Y

Y

Y

Project types

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Add

Y

Y

Edit

Y

Y

Delete

Y

Y

Payment terms

Feature

User

Assistant project manager

Project manager

Director access

Assistant administrator

System administrator

Read

Y

Y

Y

Y

Y

Y

Add

Y

Y

Edit

Y

Y

Delete

Y

Y

Payment types

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Add

Y

Y

Edit

Y

Y

Delete

Y

Y

Timesheets (office)

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Add

Y

Y

Y

Edit

Y

Y

Y

Delete

Y

Y

Y

Show Office expenses link in Timesheets page

Timesheets (project)

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Add

Y

Y

Y

Edit

Y

Y

Y

Delete

Y

Y

Y

Manage & approve timesheet for others

Y

Y

Add stages from timesheet

Y

Y

Y

Y

Y

Copy timesheet

Y

Y

Y

Y

Y

Y

Unlock Timesheet

Y

Tax

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Add

Y

Y

Edit

Y

Y

Delete

Y

Y

Overtime

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Add

Y

Y

Edit

Y

Y

Delete

Y

Y

Contact documents

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Y

Y

Y

Add

Y

Y

Y

Y

Y

Y

Edit

Y

Y

Y

Y

Y

Y

Download

Y

Y

Y

Y

Y

Y

Lock

Y

Y

Y

Y

Y

Y

Allow check-in/check-out

Y

Y

Y

Y

Y

Y

Send

Y

Y

Y

Y

Y

Y

Project documents

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Y

Y

Y

Add

Y

Y

Y

Y

Y

Y

Edit

Y

Y

Y

Y

Y

Y

Download

Y

Y

Y

Y

Y

Y

Share

Y

Y

Y

Y

Y

Y

Lock

Y

Y

Y

Y

Y

Y

Add on carousel

Y

Y

Y

Y

Y

Y

Allow check-in/check-out

Y

Y

Y

Y

Y

Y

Regenerate all images

Y

Y

Y

Y

Y

Y

Send

Y

Y

Y

Y

Y

Y

Staff documents

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

View*

Y

Y

Y

Y

Y

Y

Add

Y

Y

Y

Y

Y

Y

Upload new version

Y

Y

Y

Y

Y

Y

Download

Y

Y

Y

Y

Y

Y

Lock

Y

Y

Y

Y

Y

Y

Allow check-in/check-out

Y

Y

Y

Y

Y

Y

Send

Y

Y

Y

Y

Y

Y

By default, project managers, assistant project managers and users will only see their temporary files folder but will have full access to the features for this folder.

*If a system administrator changes the staff documents security matrix to restrict access, project managers, assistant project managers, and users will not have access to the page, and cannot access the temporary files folder where the reports are automatically saved.

Notes

Feature

User

Assistant Project Manager

Project Manager

Director

Assistant Administrator

System Administrator

Read Financial Notes

Y

Y

Y

Y

Y

Add Financial Notes

Y

Y

Y

Y

Y

Edit Others' Financial Notes

Y

Delete Others' Financial Notes

Y

Read Financial Notes

Y

Y

Y

Y

Y

Y

Add Financial Notes

Y

Y

Y

Y

Y

Y

Edit Others' Financial Notes

Y

Delete Others' Financial Notes

Y

Read Other Notes

Y

Y

Y

Y

Y

Y

Custom fields

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read staff custom data

Y

Y

Y

Y

Y

Y

Staff

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Y

Y

Y

Add

Y

Y

Edit

Y

Y

Read Staff Actual Costs

Y

Y

Read Staff Rates

Y

Y

Edit Staff Rates

Y

Y

Edit Staff Overtime Rates

Y

Y

Read Staff Overtime Rates

Y

Y

Change Primary Team

Y

Y

Custom Security Levels

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Add

Y

Edit

Y

Delete

Y

Custom Stage, Task, and Milestone Colours

Feature

User

Assistant Project Manager

Project Manager

Director

Assistant Administrator

System Administrator

Customise Stage, Task & Milestone Colours

Y

Y

Y

Y

Planning Boards

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Revenue Forecast Read

Y

Y

Y

Y

Resource Planning Read

Y

Y

Y

Y

Y

Y

Resource Planning Edit

Y

Y

Y

Y

Project Planning Read

Y

Y

Y

Y

Purchase Orders

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Y

Y

Add

Y

Y

Y

Y

Y

Edit

Y

Y

Y

Y

Y

Delete Draft

Y

Y

Y

Y

Y

Reconcile

Y

Y

Y

Y

Y

Finalise

Y

Y

Y

Y

Reports

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Y

Y

Y

Add

Y

Y

Y

Y

Y

Y

Edit

Y

Y

Y

Y

Y

Y

Delete

Y

Y

Y

Y

Y

Y

Share

Y

Y

Y

Y

Y

Y

Read Report Schedule

Y

Y

Y

Y

Y

Y

Create Report Schedule

Y

Y

Y

Y

Delete Report Schedule

Y

Y

Y

Y

Edit Report Schedule

Y

Y

Y

Y

Security Matrix

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Read

Y

Y

Y

Edit

Y

Synergy Analytics

Feature

User

Assistant project manager

Project manager

Director

Assistant administrator

System administrator

Standard

Y

Y

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How to Edit the Security Matrix for CRM
Fieldbook and the Security Matrix
Projects and the Security Matrix
Contact Roles Overview
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