Manage Roles & Responsibilities

v4.0

Summary

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Objective

Explain administration of Roles & Responsibilities

Procedure

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1.0

Manage Roles & Responsibilities

  • UNASSIGNED

    a

    Roles and Responsibilities can be assigned to Process activities from a drop-down field on the Process edit screen.


      b

      Select [Admin > Roles & Responsibilities] to navigate to the Roles & Responsibilities page.


        c

        Add a Role or Responsibility:
        - select [Add Role or Responsibility]
        - enter the name of the Role or Responsibility
        - select [Type] - Role or Responsibility
        - assign a user(s), and
        - click [Save] to add the new role

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        What's the difference between a Role and a Responsibility?

          d

          Modify an existing Role / Responsibility by selecting the [Edit pencil] icon next to its name.


            e

            Hover over [Processes/Groups] to get a list of processes the Role or Responsibility is attached to.


              f

              Merge Roles by clicking [Merge Role] while editing the Role to delete. Choose the Role to merge with from a list of suggested Roles or the dropdown list of all Roles. The dialog shows which Processes and users will be updated by the merge.

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              What should I do if I get a warning that the swimlane roles in a process cannot be updated because publishing failed?

                g

                Select [Edit Pencil > Trash Icon] to delete a role. A role can only be deleted if it is not assigned to a user or a Process.


                  h

                  Select a letter in the filter alphabet to filter the list on the starting letter of the Role / Responsibility name.


                    i

                    Click the search icon and type in a search term to quickly find a Role / Responsibility


                      j

                      Sort the Role / Responsibility list by clicking the column name you wish to sort by. Click again to reverse the order. The sorted column displays an ascending or descending indicator next to the column header.


                        k

                        Click [Show more] at the base of the list to display 20 more records.


                          l

                          Select the [Excel] icon to export the list in Excel format, along with assigned users and processes.

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                          Who can add edit Roles / Responsibilities?
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                          2.0

                          Add an Annual Cost to a Role

                          • UNASSIGNED

                            a

                            Enter the annual cost of this Role into the Role Annual Cost field. This value is then used with Process Timeframes to calculate the cost of Process activities and Processes.

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                            Why can't I see the Role Annual Cost field?
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                            How do I edit the default value?
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                            3.0

                            Frequently Asked Questions

                            • UNASSIGNED
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                              Why can’t I delete a Role/Responsibility?
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                              Can I assign more than one Role/Responsibility to a User?
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                              How do I remove a person from a Role/Responsibility?
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                              How can I tell who is assigned to each Role/Responsibility?
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                              How can I tell what processes are assigned to a Role/Responsibility?
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                              If a Role/Responsibility is renamed is this change reflected in all processes it is assigned to?
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                              Can I bulk create Roles/Responsibilities or bulk assign Users to Roles/Responsibilities?
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                              Who can add edit Roles / Responsibilities?