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  2. SuiteProjects Pro Mobile References
  3. SuiteProjects Pro Mobile Administration

SuiteProjects Pro Mobile Administration

SuiteProjects Pro Mobile services must be enabled for your account to access your SuiteProjects Pro data using SuiteProjects Pro Mobile for iPhone or Android.

Note:

To enable SuiteProjects Pro Mobile services for your account, contact your SuiteProjects Pro account manager.

If SuiteProjects Pro Mobile services are enabled for the account, authorized employees can use SuiteProjects Pro Mobile to connect to your company's SuiteProjects Pro account and work with Timesheets and Expenses. See Supported Authentication Mechanisms.

Account administrators control who can access SuiteProjects Pro Mobile and what emp[loyees can do with SuiteProjects Pro Mobile. See Access Control.

Supported Authentication Mechanisms

Authentication ensures that only authorized individuals get access to the SuiteProjects Pro data using SuiteProjects Pro Mobile. See Connecting SuiteProjects Pro Mobile to Your SuiteProjects Pro Account.

SuiteProjects Pro Mobile uses the OAuth 2.0 authorization framework to access SuiteProjects Pro data. Users authorize access by signing in to SuiteProjects Pro sign-in page on their mobile browser. The SuiteProjects Pro sign-in page was redesigned and adapted for mobile devices, and users can use biometric authentication if enabled on their device.

OAuth 2.0 supports the following authentication mechanisms:

  • Password Authentication by SuiteProjects Pro — Employees use their SuiteProjects Pro credentials (company ID, username and password) to connect SuiteProjects Pro Mobile to SuiteProjects Pro.

  • SAML Authentication — If SAML authentication is enabled for your account, you can enable to sign in using one of the following methods:

    • Service provider initiated single sign-on (SP-initiated SSO).

    • Identity provider initiated single sign-on (IdP-initiated SSO). Users need to close the SuiteProjects Pro Mobile application and launch SuiteProjects Pro from their company SSO page before they can access SuiteProjects Pro Mobile.

    For more information about configuring and using SAML Authentication, see the SuiteProjects Pro SAML Single Sign-On Overview.

If you use the IP Restriction optional feature to restrict access to the SuiteProjects Pro account to specific IP addresses, the IP address of the user's device must be in the IP address allowlist for this user for SuiteProjects Pro Mobile to exchange information with your company's SuiteProjects Pro account. If the IP address changes and the new IP address is not in the IP address allowlist for the user, the SuiteProjects Pro Mobile app can no longer exchange information with your company's SuiteProjects Pro account. The OAuth 2.0 access and refresh tokens become invalid at the first attempt to exchange information with your company's SuiteProjects Pro account, when the user saves changes or runs the synchronization manually. SuiteProjects Pro Mobile 4.4.2 or later version shows an error message. Previous versions of the app initiate the authorization process without error message. The user must ensure that the device IP address is authorized before connecting SuiteProjects Pro Mobile again with your company's SuiteProjects Pro account.

For more information about configuring and using authentication, see Security.

Access Control

Account administrators control who can access SuiteProjects Pro data using SuiteProjects Pro Mobile, whether the Timesheets and Expenses module are available for mobile users across the SuiteProjects Pro account, who can approve or reject items using SuiteProjects Pro Mobile and what employees can do using SuiteProjects Pro Mobile.

The following topics describe the configuration required to let employees access SuiteProjects Pro Mobile:

Granting Exchange Access

To enable employees to work with timesheets or expenses using SuiteProjects Pro Mobile, account administrators must grant each employee the relevant exchange access on the Employee record. Exchange access is required to authorize any data exchange between SuiteProjects Pro and the client application — SuiteProjects Pro Mobile, in this instance. Without the relevant exchange access, employees may download app but will not be able to connect the app to SuiteProjects Pro using their user credentials.

To grant an employee exchange access for SuiteProjects Pro Mobile:

  1. Go to Administration > Global Settings > Users > Employees > [Select an Employee] > Access Control > Exchange Access.

    The Exchange Access form appears.

  2. In the Available column, select Mobile (iPhone), Mobile (Android), or both, and click Add selected.

  3. Click Save.

Tip:

You can use the bulk employee change wizard to copy the Exchange Access settings to other employee records in your company's SuiteProjects Pro account.

See Making Changes to Multiple Employee Records at the Same Time.

Granting Application Access

Employees who have access to the Timesheets or Expenses applications in SuiteProjects Pro also have access to Timesheets or Expenses in SuiteProjects Pro Mobile by default if they can connect the app with SuiteProjects Pro. See Granting Exchange Access.

Access to Timesheets and Expenses can be disabled separately for mobile applications across the SuiteProjects Pro account. For example, if you want to let employees work with timesheets using SuiteProjects Pro Mobile and ensure they use the SuiteProjects Pro web application for Expenses, you can disable access to Expenses on SuiteProjects Pro Mobile for all employees.

To disable access to Timesheets or Expenses on SuiteProjects Pro Mobile, contact SuiteProjects Pro Support and ask for the Disable Timesheets on Mobile apps or Disable Expenses on Mobile apps internal setting. See Creating a Support Case.

Enabling Employees to View and Approve Items Awaiting Approval

Account administrators can enable or disable access to the Timesheets or Expenses “To Approve” lists and the timesheets or expenses approval functionality in the Employee Demographic form.

To enable an employee to view and approve items awaiting approval:

  1. Go to Administration > Global Settings > Users > Employees > [Select an Employee] > Demographic.

  2. To enable an employee to view and approve timesheets awaiting approval, scroll down to the Timesheet Options section of the form and check the Enable Approval on mobile for Timesheets.

  3. To enable an employee to view and approve expense reports awaiting approval, scroll down to the Expenses Options section of the form and check the Enable Approval on mobile for Expenses.

  4. Click Save.

Note:

These settings are also available in the employee’s personal settings. To enable or disable the “To Approve” lists and the approval functionality, go to User Menu > Personal Settings and check the Enable Approval on mobile for Timesheets or Enable Approval on mobile for Expenses box. For example, if you are not an approver, you may want to exclude the To Approve lines from the app dashboard.

Account administrators can hide or disable these options on the Personal Settings form using Form permissions.

Scripting and SuiteProjects Pro Mobile

SuiteProjects Pro Mobile 4.0 or later version supports:

  • All form scripts associated with the expense report and receipt entity forms.

  • "Before approval" and "After approval" scripts associated with the timesheet entity form.

    Note:

    “On submit,” “Before save,” or “After save” scripts associated with the timesheet entity form are not supported.

For an example of script that is executed both in SuiteProjects Pro and SuiteProjects Pro Mobile, see Ensure resource time entry matches booking planning and project worked hours.

Roles and Form Permissions

Role permissions, form permissions and permission rules defined in SuiteProjects Pro by account administrators are also enforced in SuiteProjects Pro Mobile.

However, note that for Timesheets, only permission rules and form default values for the main entity form are supported. Permission rules and form default values for the time entry form are not supported.

For more information about role permissions, form permissions and other access control settings, see Administrator Guide and Security.

Timesheet Rules and Split Timesheets at Month End

SuiteProjects Pro Mobile supports the optional feature “Automatically create overlapping timesheets” in SuiteProjects Pro. If the feature is enabled for your account, SuiteProjects Pro Mobile split weekly or bi-weekly timesheets automatically at month end. See Linked Split-Week Timesheets.

If timesheets are split at month end for your account, note the following timesheet rules guidelines:

  • Minimum number of hours required on the timesheet should be disabled or Hours/Percent set to “Percent of work schedule”.

  • Maximum number of hours allowed on the timesheet should be disabled or Hours/Percent set to “Percent of work schedule”.

If either of these timesheet rule is enabled, Timesheet summaries and detail views in SuiteProjects Pro Mobile show a visual representation of time entered on the timesheet as well as a reminder of the minimum required on timesheet and maximum allowed on timesheet. If Hours/Percent is set to “Fixed hours” Timesheets split at month end include the minimum required and maximum allowed for a complete timesheet period. This may cause unnecessary confusion for your SuiteProjects Pro Mobile users.

Note:

To review and set timesheet rules in SuiteProjects Pro, go to Administration > Application Settings > Timesheets > Timesheet rules.

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