Restoring what a role saw before the update

Who this is for. A customer administrator.

Where you are standing. On a role that was limited to its own work, after the instance was upgraded to 1.0.5. People who hold it have said they can no longer see risks, benefits or other workstreams’ board pack rows.

What you arrived wanting. The role to see what it saw in 1.0.4, in one step.

What done looks like. The role reads the same registers it read before, and you know the few things the restore does not bring back.

What the upgrade changed

In 1.0.4 a role limited to its own work read some things programme-wide. From 1.0.5 every such role starts from the Their workstreams starting point (see How a role’s visibility works). For these roles the upgrade narrows:

• risks, issues and dependencies outside their workstreams;
• benefits;
• baselines and schedule comparisons;
• the calendar entries built from those records;
• other workstreams’ rows in the board pack, which read as neutral lines;
• for a role that holds Money: View, the programme finance figures (year plan, actuals, fixed costs, scenarios and the default day rate), and the day rates, capacity and engagements of people whose work is outside the role’s own.

Roles that reach the whole programme are unchanged.

The Advisor also no longer finds source documents and transcripts for a person who has no work of their own.

Restore it

1. Open Admin, then People and access, then Roles.
2. Open the role. A role the upgrade narrowed carries a notice at the top: Changed by the update.
3. Select Give this role what it saw before.

The page confirms that the role now sees what it saw before the update, and the notice goes. The change applies to everyone who holds the role straight away, and is written to the audit trail.

If you would rather keep the narrower setting, select Keep the new setting. That clears the notice and leaves the role as it is.

What the restore sets

The restore is a setting you could have built by hand. It sets the role’s starting point to its workstreams in full and the rest of the programme Hidden, then widens these rows for the rest of the programme to Full:

Row	Ring widened
Risks, issues and dependencies	The rest of the programme: Full
Benefits	The rest of the programme: Full
Board pack	The rest of the programme: Full
Baselines and schedule comparisons	The rest of the programme: Full
Decided changes (the change register)	The rest of the programme: Full
Programme finance figures	The rest of the programme: Full
Effort and capacity	The rest of the programme: Full
Cost by person	The rest of the programme: Full

The last three take effect only where the role holds Money: View. A role without it gains nothing from them.

Afterwards you can adjust it like any other role. Saving any change on the role also clears the notice.

Limits

• It goes further than 1.0.4 for one thing. The restore sets the change register to Full across the programme, so a restored role reads decided changes in other workstreams, which 1.0.4 did not show it. Changes awaiting a decision stay limited to the role’s workstreams.
• Plan stays at the role’s workstreams. The restore does not widen the plan itself. A baseline comparison names work packages, deliverables and steps, and those follow the plan setting. A restored role therefore does not get 1.0.4’s programme-wide baseline comparison back unless you also widen the plan rows.
• A register filtered by a place the plan hides answers as a missing place. Under the restore, a role reads the programme’s risks, but a filter by a workstream, work package or deliverable outside its own answers as not found.
• Names in links follow the plan. A risk shown in full names a work package only where the plan shows that work package. Under the restore that is the role’s own workstreams.
• The restore is offered only from the notice. It is not one of the five starting points. Once you select Keep the new setting, or save the role, the notice and the button are gone. To get the same result later, set the rows in the table above by hand.
• Programme-wide roles have nothing to restore.
• A notice appears only for roles that could read the register, the calendar or the board pack (Deliver, Steer or Prove at View), and for a role that holds Money: View and none of those. A limited role with none of these, such as a sign-off only Customer, is moved to Their workstreams without a notice, because the upgrade narrows nothing it could read.
• Board packs generated before the upgrade read as neutral lines to a limited reader until they are regenerated. The restore does not change that.
• Tell people before you upgrade. People who hold a limited role see less on first sign-in unless you restore the role.