Plan how the use and management of the documents will be divided among the users.
When planning the roles take into consideration the following aspects about document roles.
- Users can be assigned to one of the following authorities in a role
- Viewer: User can view the documents in the role and they do not receive change notifications.
- User: User can view the documents in the role and they receive assignment and change notifications requiring them to review the document.
- Author: Same as user with the ability author changes to the documents in the role. Changes are performed in a single document type role.
- Approver: Same as author with the authority to approver . Approving is performed on single document type roles.
- The Author and Approver authorities allow for quick maintenance changes to a document using a single document type project.
- Users and documents can be assigned to multiple roles. Users will have access to their highest authority assign for the documents when multiple authorities are assigned.
- All documents in a business process are visible to users in the Display List feature when the user is assigned to role in the process. Documents can be hidden from users without direct role assignments by changing document hidden setting.
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- Select menu item Features > Business Process Administrator
- In the Process administrator screen select the process for the roles
- Select menu item Assignments and Reviews > Document Assignments
- On the role grid select the Add New option.
- Enter a name for the role and select Save.
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- On the role grid select the documents option for the role to open the Documents Assignments screen
- To assign the documents to the role use your mouse to drag the documents from the left column of documents to the red lettered ares on the right column to add documents to the role.
- To remove documents from the role drag documents from the rights column to the red letter area on the left column to remove the documents.
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- Display users by selecting the 1st letter of their last name.
- Using the mouse drag the users from the user list on the left to the desired role authority assignment on the right side.
- Role authority adjustments can be done by dragging the user to a different authority assignment.
- Removing users from the role is done by dragging the user to the red lettering area to remover role assignments.
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- Users are notified on role changes. They may need to be informed of changes.
- Users will notified on documents needed reviewed based on their document role assignments.
- Users can review their role assignments by selecting Features > User > Role Assignment option.
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