The former Web View Limits, renamed to Web Visibility (WV), have undergone a rewrite in version 6.5. This is how the new "Web Visibility" works.
The feature Web Visibility For Projects gives you the ability to control when the Bookings of a Project will be viewable for the web users in all their access tiers:
Web client, Mobile web client application, iOS, Schedule Changes Emails, and the reports that the Web User can print via the access tiers: Shared Monthly/Date Based Report and the Shared Day Plan Report.
You can filter by Date periods, Users/Resources and Binders.
To be able to use the Web Visibility you need to enable it in the Toolbox > Settings tab > Server Setup > Use Web Visibility Settings For Projects.
The Web Visibility can be accessed via the Edit Project window > Eye Menu > Web Visibility or via a shortcut in the Projects Tree > click on the Project icon > Web Visibility.
This window consists of the option to "Allow Project Web Visibility (by default enabled), The In and Out Date, the Filter By Users/Resources and Filter by Binders.
Below each of the options in the Web Visibility window will be explained.
Allow Project Web Visibility
"Allow Project Web Visibility" is enabled by default which means that all Project Bookings will be visible in the Web client, Mobile web client application, iOS, Schedule Changes Emails as well as the web printable reports Shared Monthly/Date Based Report and the Shared Day Plan Report. To "hide" the Bookings from the Web Users for the entire project untick the checkbox.
Filter by In Date/Out Date
The date filters "In Date and "Out Date" allow you to define what Bookings should be visible for the Web users based on a specific time range. "Allow Project Web Visibility" must be enabled.
If the Date range is set from the 01.07 to the 30.07 only Project Bookings on those and between those days are visible. Any Booking after the 30.07, for example on 02.08 will not be visible.
Filter By Users/Resources
With "Filter By Users/Resources" you can define who should be visible in the Bookings. When the filter is enabled a list of the Users/Resources booked in this project will be displayed. Check the box for the Users/Resources that should be visible in the Bookings.
If the User/Resource logs in to the Web/iOS to check her calendar and she has not been added to the visibility filter the booking will not show on her calendar.
If you in the Web/iOS select to display the Bookings of a Project, all Booking that have another type of Objects involved (not User/Resource), will always show. Should the Booking involve User/Resources that have not been added to the visibility filter, these User/Resources will not appear in the Booking, and vice versa.
If only the User/Resource is booked and the visibility filter has not been applied to her, the Booking will not show at all.
Filter By Binders
"Filter By Binder" makes it possible to define what bookings should be visible by Binder. This filter also makes it possible to define visibility by User/Resource per Binder.
When you enable the "Filter By Binder" all Binders that belong to the Project will be displayed in the the same order as they have in the Project Tree. To the very right of each Binder name, you will see the Binder's start date. Sub Binders will show below their Main Binder. If you sort the Binders manually in the Project tree the sorting in this window will follow. A Binder will only show if at least one User/Resource was added to a Booking that belongs to the Binder.
The Users/Resources belonging to the binder are listed alphabetically. If you tick the check box of one Binder all the involved Users/Resources will be selected. You can also manually select / deselect the Users/Resources that should / should not be visible in the Web. If you select the Binder, then all Users/Resources that will be added to the Binder at a later stage will also be visible.
If you only select one User in one Binder, there will be a tristate "-" in the checkbox in front of the Binder.
Combine: Filter By Users/Resources and Filter By Binders
If a User/Resource is selected in the Filter User/Resources column, she/he will automatically be selected in the the Binder(s) he/she belongs to and a yellow triangle indicates that this User/Resource is "Force Added Thru "Filter By Users/Resources". Those Users can't be deselected in the Binder section, only from the Filter By Users/Resources section.
The Shared Monthly/Date Based Report and the Shared Day Plan Report printed by a Web User will hide Bookings not included in configuration of the Web Visibility window. However, the Web Users will still be able to find the Projects via the Object Browser and see the name of the Project and the Project details, including all Custom Fields.
Toolbox Projects - Add Web Visibility Column
It is possible to add the column Web Visibility in the Toolbox > Projects tab. Click on the menu icon > Display > Web Visibility.
- Filtered Dates: if no dates are applied the value is “No Date Limit”; if date filters are applied the dates show
- Filtered Users/Resources: the value F (=Filter) is used as an indication that User/Resources filter has been applied.
Objects Tree - View Mode: Web Visibility
In the Objects tree it is possible to view which Bookings have Web Visibility filters applied by using the Objects tree > View Mode > Web Visibility.
To colour code the Web Visible bookings go to Toolbox > Settings > Display > Web Visibility. Click on the coloured box and select a colour.
Click on the Objects Tree icon to display the menu and select View Mode > Web Visibility. The Bookings with Web Visibility will take the colour that you defined in the Toolbox.
A Hotkey can also be created for Objects Tree > View Mode > Web Visibility. Create the Hotkey in Toolbox > Miscellaneous > Hotkeys Editor.
The Web Visibility can be shown with a Yes/No Data Field in the following reports:
- User Report > Events section > Web Visibility
- Object Report > Events section > Web Visibility
- Financial Report > Rows Section > Web Visibility
Schedule Changes Emails
Schedule Changes Email will follow the rules of the Web Visibility, which means that if you don't give Web Visibility to a Project, no Schedule Changes Email will be sent.
If in the Filter By Users a User is ticked and thus communicated to send out a Schedule Changes Email but his Booking is removed, the Filter By User checkbox will be ticked, but not communicate any Schedule Changes Email.
Web Visibility is checked. A Time Range is selected. Filter by User is ticked for Anne --> This will communicate only Bookings for Anne in the selected Time Range.
If you now delete Anne's Booking, the Filter By User checkbox will still be ticked, the Date Range is also present and the Web Visibility is ticked, but NO Schedule Changes Email will be send, because even if the WV is given, and a date, no User is selected but a Filter is ticked.
Same applies if you ticked a User inside of a Binder and deleted the Bookings of that User.