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
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This field displays the ID that represents the role.
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This field displays a description of the role.
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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.
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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. |
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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).
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Select the Field that this role is to be based on (e.g., Account, ID Number, Department, Clock Location, etc.).
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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).
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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.
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This displays the value of the role type. The principle of this setting is the same as when setting up a Lookup role.