User Roles & Permissions

Edit online

User roles and permissions control who can access, edit, and manage data in Apptio Planning. Roles define the level of access within the application, while permissions provide more granular control over specific tasks.

Standard User Roles

Apptio Planning includes five predefined user roles:
  1. Admin
    1. Full access to all features in Apptio Planning.
    2. Includes administrative permissions across other Apptio applications through FrontDoor.
  2. Budget Process Owner
    1. Full access to all features in Apptio Planning.
    2. Typically responsible for coordinating the budget cycle and managing plan lifecycles.

  3. Cost Center Owner

    1. Can edit expenses for the Departments they are assigned to.
    2. Useful for department-level budget contributors.
  4. IIP Project Manager
    1. Can edit expenses for Projects they are assigned to in Integrated Investment Planning (IIP).
    2. Focused on managing individual project-level financials.
  5. IIP Portfolio Manager
    1. Can edit expenses for assigned Projects in IIP.
    2. Can also grant user permissions on projects and create new projects.
    3. Typically oversees a portfolio of projects and allocates permissions.

Custom Roles

In addition to the standard roles, you can create custom roles in FrontDoor. Custom roles let you tailor access to meet your organization’s specific needs.

Permissions

The following table lists available permissions and their descriptions:
Permission Name Description Admin Budget Process Owner Cost Center Owner IIP Project Manager IIP Portfolio Manager
ApiCanReadData Allows access to table data via API. Required for Cost Transparency Integration. x
CanComment Enables adding and viewing plan-level comments. x x x x x
canEditExternalCode Grants permission to edit external codes. x
CompanyProfileConfig Allows viewing and editing of Company Profile settings. x
CTIConfig Allows viewing and editing of Cost Transparency Integration settings. x x
DataOrchestrationServiceFeatureFullAccess Provides full access to all Data Orchestration Service endpoints/actions. Required for Automated Data Management. x
EditPlanning Grants permission to view and edit plans. x x x x x
EditReferenceData Allows editing, importing, and publishing of reference data. x x
EditRestrictedDimensions Enables editing of dimensions and attributes configured with restricted access. x x
ExternalLineEdit

Grants permission to edit external line items.

x x
IIPProjectExpenseEdit Grants permission to view and edit project line items. Also allows editing projects in the Project List. x
IIPProjectManage Grants full project management capabilities: create and delete projects, edit attribute data, and manage expenses across all projects in a plan. x x
IIPProjectPermissionManage Allows access to the Project Permissions page. x x x
ITPCompensationAdjustmentAllPeriodsEdit Allows editing labor compensation adjustments for all plan periods. x x
ITPCompensationAdjustmentEdit Allows editing labor compensation adjustments only for defined compensation cycles. x x x
ITPPlanSettingsEdit Grants permission to edit Plan Settings pages. x x
ITPPlanSettingsView Grants permission to view (but not edit) Plan Settings pages.
ManagePlans Allows creating, archiving, and deleting plans. x x
ManageUsers Grants full access to manage user roles and permissions in the Access Administration console. x
ViewAssets Grants visibility to the Assets tab and allows editing asset line item details. x x x x x
ViewChangeHistoryFeatureViewOnly Grants visibility to Change History Event Log x x
ViewContracts Grants visibility to the Contracts tab and allows editing contract line item details. x x x x x
ViewLabor Grants visibility to the Labor tab and allows editing labor line item details. x x x x x
ViewPlanning Allows viewing but not editing of plans. x x x x x
ViewReferenceData Allows viewing but not editing of reference data. x x
ViewSpendManagement Allows viewing but not editing of actuals in Spend Management. x x x x x
ViewCloud Allows viewing and editing lines in the Cloud tab x x x x x
CanImporFromCloudability Provides access to to import data from Cloudability into the Cloud tab and to delete Cloudability-imported line items. x x
ITPPredictiveForecastingFeatureFullAccess Provides full access to generate and view predictive forecasting in planning. x x x

Cost Object Permissions

Cost Object Permissions determine which users can view, edit, submit, or approve Department-level plans. Only users with the Cost Center Owner role are eligible to be assigned department access. Users with Admin or Budget Process Owner roles automatically have access to all departments by default. User access is managed at the plan level through Plan → Settings → User Permissions.

See Cost Object Permissions for more information.

Project Permissions

Project Permissions determine which users can view or edit Project expenses. Only users with the IIP Portfolio Manager or IIP Project Manager role are eligible to be assigned project access. Users with Admin or Budget Process Owner roles automatically have access to all departments by default. User access is managed at the plan level through Plan → Projects → Permissions.

See Project Permissions for more information. =