MANAGE WORKFLOW 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, click to update the table.

Because the role designation is necessary to determine where to route activities and messages, you must set up roles in this screen as one of the first steps in designing workflows and before adding data to the Manage Workflow Models screen. When you have set up an activity in the Manage Workflow Models screen, you can enter roles in either the Activity or Activity With Options subtask. If you want to filter the role, you must first set up the Filter field in the Manage Workflow Role Filters 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.

Location

Role

Use this field to enter a role name for a group of individuals that meet the required qualifications to perform a particular workflow activity.

After you enter a role in the Activity or Activity With Options subtask of the Manage Workflow Models screen and the activity is routed, the activity displays in the electronic workflow inboxes (and e-mail, if available) of the individuals associated with the role.

To route activities to a user's email, you must first establish the type of email system and the login user ID and password on the Configure System Settings screen. You must set up each user to receive activities and messages through e-mail on the Manage Users screen. In addition, you must also define the user's e-mail name in the Manage Users screen.

Filter

Use this field to enter, or use to select, a filter name for this role. 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 email, 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.

Subtask

• Table Information

  Changes to this screen update the following tables:

  • WF_ROLE

  • WF_ROLE_USER