Create and Define the Roles

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Roles relate to the stakeholders in your process and play an important part in managing how the form instance reacts and progresses at different stages of its life. The roles are not the same as a position in an organization and can often be different for each instance. One individual in your organization might be an applicant in one instance, but a manager in another.

 

Roles involved:

 

•Applicant
•Manager
•Finance Director
•Executive Director

 

When a role is specified, there is an option to map the role to identify a specific individual or group who may assume the role. In many cases, the individual will be identified by their e-mail being added into the form, as is the case with our first example.

 

Note: It is best practice to assign roles in your workflow to positions or user groups instead of specific users. This requires less maintenance after staff changes. Your system administrator may need to create the positions you require if you do not have privileges to do so.

 

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1.Click on the workflow diagram but not on a specific stage, path or comment to load the Workflow Properties in the Properties bar.
2.Under the Roles section, click the Add button four times. Four new roles are now listed.
3.Select the first role. Re-name the role to ‘Applicant’.
4.Click Edit.

Note: Once a role has been defined, it will be listed in the roles box in alphabetical order.

5.Choose Email Taken From a Field and click Select.
6.Browse to Details then locate and select Applicant Email.
7.Click OK.

 

 

We can do the same for the next role.

 

1.Select the second role.
2.Re-name the role ‘Manager’.
3.Click Edit. Map the role to Manager Email.

Note: You are not required to map a role to an individual, position or group. If your process allows you to do that then it can save a lot of time later. You will see, however, that it is also possible to map the role to an individual, position or group at the notification stage.

 

 

You may choose to map a role to a PerfectForms™ system position or group. For the Finance and executive directors, we will map to positions that have already been created.

 

1.Select the third role.
2.Re-name the role ‘Finance’.
3.Click Edit and choose Position.
4.Click Select and browse to select CFO or an alternative position.
5.Select the fourth role.
6.Re-name the role ‘Executive’.
7.Click Edit and choose Position. Browse to select CEO or an alternative position.

 

Updated: 6/6/2011  Page url: http://www.perfectforms.com/Documentation/complete_tutorial/html/?w_create_the_roles.htm
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