DEFINE ROLES

Use this screen to enter the roles and associated users for your workflows. The role designation allows for activities and messages to be sent to the appropriate individual's electronic workflow inbox (and e-mail, if available). Role represents the qualification of the participants who perform specific workflow activities. Examples of roles include "Account Manager," "Payroll Clerk," and "System Administrator."

When you have completed your entries, use Save to update the table. During the save process, the system will delete table rows marked for deletion and will re-order the display sequence.

Because the role designation is necessary to determine where to route activities and messages, you should set up roles in this screen as one of the first steps in designing workflows and before adding data to the Define Workflow Models screen. When you have set up an activity in the Define Workflow Models screen, you can enter roles in either the Activity or Activity With Options subtask. If the role is to be filtered, the Filter field should already be set up in the Define Role Filtering screen. Although you can add to, delete, or change the information in this screen at any time, use caution in timing your edits because they could affect records sent to individuals' electronic workflow inboxes.

Role

Enter up to 15 alphanumeric characters for the Role field, which is a required field. This can be any meaningful name used to describe a group of individuals that meet the required qualifications to perform a particular workflow activity.

After you have entered a Role in the Activity or Activity With Options subtask of the Define Workflow Models screen and the activity is routed, the activity will display in the electronic workflow inboxes (and e-mail, if available) of the individuals associated with the role.

To route activities to a user's e-mail, you must have established the type of e-mail system and the login User ID and Password in the System Settings screen in Costpoint System Administration. You must set up each user to receive activities and messages through e-mail in the Maintain Users screen in Costpoint System Administration. In addition, you must define the user's e-mail name in the Maintain Users screen.

Filter

Enter up to 15 alphanumeric characters for the Filter field, which is not a required field. Enter a filter only when you want to limit the number of individuals within the role who receive activities and messages in their electronic workflow inboxes (and e-mail, if available). If a filter is associated with a role, the routing of activities and messages will be limited to the users within the role associated with the workflow's case value. Use Lookup if you need to review the available filters.

Users

Select this pushbutton to open the Users subtask, where you can associate users with the role.

Table Information

Changes to this screen update the following tables:

WFMROLE

WF_ROLE

WF_ROLE_USER