Editing, Archiving and Deleting Time Entries and Expenses

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.

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)

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

• 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

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

• 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

• 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

• All roles can edit Budgeted Expenses

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

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

• All roles can edit Actual Expenses

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