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Roles

Roles identify various people who may be assigned a task to be the recipient of an email or an alert during a workflow.

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Prerequisites 

Rules and Guidelines

  • Roles are defined by using one of three methods: Fixed, Lookup or Conditional.
  • It is important to note that the selection of a Manager, Position, or Role may result in several recipients being selected during the workflow (e.g. if several employees are attached to one Position ID or an employee reports to several managers).

Field Information

ClosedRole ID*

This field displays the ID that represents the role.

ClosedDescription*

This field displays a description of the role.

ClosedFixed

A fixed email address is assigned to this role.

  • The "Email" field is accessible when this option is selected.
  • Tasks are emailed to the nominated role.

 

ClosedLookup

This identifies a person by using one of the five different types of criteria. Using this option could result in several people being identified at once.

Options Description
ID Number This refers to the employee ID Number.
Manager If the manager option is selected, the manager associated with another task can be selected, or alternatively the manager of the employee can be selected.
Position This allows the selection of a specific position ID. The email will be sent to all employees attached to that position.
Role This refers to a recipient based on another role.
User This refers to users as setup in the System Management module.

 

ClosedConditional

This selects a person or people based on the workflow containing or matching certain data (e.g. the selection of a recipient based on the location of the employee who is being terminated).

ClosedBased on Field

Select the Field that this role is to be based on (e.g., Account, ID Number, Department, Clock Location, etc.).

ClosedCode

This displays the value relevant to the "Based On" field (e.g., if the Account option is selected, then all Account costing codes will be displayed).

ClosedRole Type

This displays the type of recipient required when the previously selected code is encountered. The principle of this setting is the same as when setting up a Lookup role.

The Role Type allows the identification of a recipient based on certain criteria being met during the workflow.

ClosedRole Value

This displays the value of the role type. The principle of this setting is the same as when setting up a Lookup role.