====== Editing, Archiving and Deleting Time Entries and Expenses ======

===== Overview =====

EVX Software allows users to **edit**, **archive**, or **delete** different project records:

  * Time Entries
  * Budgeted Expenses
  * Actual Expenses

The actions available to each user depend on:

  * **User role**
  * **Workspace permissions**
  * **Record type**
  * **Invoicing status**

This document explains how these actions work today and what users should expect.

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===== 1. User Roles and General Rules =====

==== Super Administrator ====

A Super Administrator has **full control** over all records in the system.

They can:

  * View all Time Entries, regardless of approval status
  * Edit any Time Entry
  * Archive Time Entries
  * Delete Time Entries (only if not invoiced)
  * Edit, archive, and delete Budgeted Expenses
  * Edit and delete Actual Expenses (only if not invoiced)

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==== Administrator, Manager and Executive ====

These roles have **limited control**, based on workspace permissions.

They can:

  * Edit **Time Entries** only if they have permission to the related **workspace**

With their default permission they cannot:

  * Archive/delete Time Entries that they do not see

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===== 2. Time Entries =====

==== Viewing Time Entries ====

  * Super Administrators can view all Time Entries
  * Administrators, Managers and Executives:
    * Can see and edit Time Entries once Approval Status is set and workspace access is granted

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==== Editing Time Entries ====

  * Super Administrator: can edit any Time Entry
  * Other roles: can edit Time Entries **only if they have access to the workspace**

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==== Archiving Time Entries ====

  * Only Super Administrators can archive Time Entries
  * Archiving works correctly for:
    * Small selections (1–5 entries)
    * Large selections (e.g. full page)
  * Archived entries appear in the **Archive folder**

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==== Deleting Time Entries ====

  * Only Super Administrators can delete all Time Entries
  * Other roles can delete only Time Entries where they have access
  * Only **non-invoiced** Time Entries can be deleted
  * Invoiced Time Entries are protected

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===== 3. Budgeted Expenses =====

==== Editing Budgeted Expenses ====

  * All roles can edit Budgeted Expenses

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==== Archiving Budgeted Expenses ====

  * Super Administrators can archive Budgeted Expenses
  * Archived items appear in the Archive folder

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==== Deleting Budgeted Expenses ====

  * All roles can delete Budgeted Expenses
  * No invoicing restriction applies

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===== 4. Actual Expenses =====

==== Editing Actual Expenses ====

  * All roles can edit Actual Expenses

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==== Deleting Actual Expenses ====

  * All roles can delete Actual Expenses
  * Only **non-invoiced** Actual Expenses can be deleted
  * Invoiced Actual Expenses cannot be deleted

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