User Roles

A user role is a named responsibility, such as “Safety Officer” or “On-Call Approver”, with a person assigned to it. Assign process tasks to the role instead of the person: when the responsibility changes hands, you update the role’s assignment once and every process that routes work to that role follows automatically.

Roles are managed under Administration > Users > User Roles. The list shows each role’s Role, Assignment To (the person currently holding it), and Description.

Create a role

1. Click New User Role

2. Enter the Role Name

3. Under User Role Assignment, choose the user who currently holds the role. You can leave this empty and fill it in later

4. Optionally add a Role Description explaining what the role is responsible for

5. Click the Save icon

Where roles are used

• Task assignments - When editing a template task’s assignment, choose the role as the assignee. Tasks then go to whoever the role points at, at the moment the task is created

• User Role List fields - A process field type that lets someone pick from your list of roles inside a running process

To remove roles, select them in the list and use the delete button.

Tip

Roles shine for responsibilities that rotate: on-call schedules, approvers who change quarterly, or seats that turn over. Update User Role Assignment once instead of editing every template.