Setting Up the optional Manage Viewers Tab

Objective

After completing this lesson, you will be able to set up the optional Manage Viewers tab.

Introduction

Use this optional step to assign viewers who can share visibility of the budget with the budget owner. Budget viewers will see the budgets in the Shared Budgets section of the Budget Overview (Dashboards).

The image shows a screenshot of the Shared Budgets section. Three budgets are listed under this section, each labeled with the name of the budget owner, name and year for the budget, and the amount of the budget with the spent, pending and remaining amounts.

Caution

Before setting up this tab, make sure the Budget Viewer role is assigned to anyone who needs access to view budgets.
The image shows a screenshot of the Budget Permissions. There are options for Submit, Approve and Administer. Under the Approve section, there are three permissions listed: Budget Owner, Budget Viewer (highlighted in yellow), and Budget Approver/Manager.

How to Set Up the Manage Viewers (optional) Tab

Follow these steps to assign viewers. We'll walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video will be available to reinforce what you've learned and provide a quick recap.

Steps

  1. On the Budget Items tab, select an existing budget item. Choose Modify. The Modify Budget Item window appears.

    The image shows a screenshot of Budget Configuration interface under the Expense section and Budget Items tab. It offers options like New, Modify, Remove, More, and View Team Budget. The table contains columns for Budget Name, Fiscal Year, Budget Owner, and others, with budget filtering options available. Two budgets are listed: Hugo First 2025 and Turner 2025.

  2. On the Modify Budget Item window, select the Manage Viewers (optional) tab. The Manage Viewers (optional) page opens.

    The image shows a screenshot of the dialog box Modify Budget Item. It offers options like Budget Details, Budget Tracking Fields (optional), Manage Viewers (optional) (highlighted in yellow), Manage Approvers (optional), Filter by Managers (optional), and Adjustments.

  3. Type the first three letters of the user's name to find and select one or more assigned viewers. Select the user.

    The image shows a screenshot of a Modify Budget Item dialog box focused on managing viewers. Budget details are filed in with Budget Name, Budget Display Name, Budget Owner, Period Type, Fiscal Year, Currency, Budget Category, and Budget Type. The Manage Viewers tab is active, where Simon Sais is entered as a search text (highlighted in yellow). Details for Simon Sais are displayed, such as email and user name. At the bottom there are buttons such as Audit Trail, Save, and Cancel.

  4. Choose Save to apply these changes.

    The image shows a screenshot of a Modify Budget Item dialog box focused on managing viewers. Budget details are filed in with Budget Name, Budget Display Name, Budget Owner, Period Type, Fiscal Year, Currency, Budget Category, and Budget Type. The Manage Viewers tab is active, where Simon Sais is entered as a Assigned Viewers (Budget Viewer role). At the bottom there are buttons such as Audit Trail, Save (highlighted in yellow), and Cancel.

Result

References

TitleLink
Budget Admin Guide - Manage Budget ItemsBudget Admin Guide - Manage Budget Items

Summary

  • Assign viewers to give others visibility of specific budgets alongside the budget owner.
  • Ensure users have the Budget Viewer role before assigning them as viewers.
  • Use the Manage Viewers tab to search for and add viewers to a budget item.
  • Assigned viewers can access shared budgets in the Budget Overview dashboard.

Learning

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