You can assign a user to a Role in two ways: when creating or editing a Role and when starting or modifying an ongoing Process.
Creating or editing Role in Application Settings
When creating or editing a Role, you can designate employees to perform the Role in Processes. The function is optional and, depending on the settings, will affect the running Processes. There are three possible settings.
❌ No designated persons
Such a setting will cause the Application to ask the Administrator in the Admin Panel or the manager in the User Portal to assign any employee who has an account in the Application to a specific Role after starting the Process in which the Role appears.
Lack of activity on this topic (failure to designate an employee) will result in the Actions assigned to a Role in the Process not being executed and the Process may be incomplete because of this. In such a situation, when the Process is started, the Application will remind you to designate an employee to a Role (click here to learn more).
👤 1 designated employee
Such a setting will make the Application automatically assign the designated employee to the Process when it starts the Process in which the Role appears. This means that the Administrator and manager will not have to perform any additional action, whether in the Administrator Panel or in the Employee Portal.
👥 Many designated employees
Such a setting will make the whole thing behave in a similar way as in the case of no designated persons, except that the Application will appoint recommended persons (designated during Role configuration) to perform this function.
In this way, the Administrator or manager will be able to assign an employee to a specific Role in a Process more quickly and pleasantly.
In the next article (click here) you will learn how to assign employees to specific roles in running Processes.
Starting or modifying an ongoing Process
When launching a Workflow-based Process that involves additional roles in the organization (i.e., has an Action assigned to additional roles), you may encounter a situation that the Application will ask you to assign an employee to a specific Role in the Process.
This happens when less or more than one employee is indicated when creating a Role. In such a situation, the Application will ask you to assign the employee to the involved roles in an already running Process. What does this look like?
Notification in Admin panel
In the Admin Panel, information about the need to assign an employee to a Role appears on the list of Processes in the "Employees" section. If the running Process has unassigned Roles, then the icon ⚠️ appears next to the picture of the employee for whom the Process is running.
To assign an employee to a Role in a Process, click on the desired Process and select a specific employee from the list next to the Role, then confirm your selection by clicking on "Confirm."
From then on, all Actions assigned to the selected Role in the Process will be automatically made available and attached to the selected employee. This selection can be changed by editing the assigned Role.
Notification in User portal
In the Employee Portal, information about the need to assign an employee to a Role appears in the list of tasks (at the very top) to be performed on the part of the manager assigned to the Process.
To assign an employee to a Role in a Process, click on an Action in the list (e.g., "Assign role Buddy"), select the employee....
... and then click on the "Confirm" button.
Once the activity is completed, the Action will disappear from the list of tasks for the manager, and all Actions assigned to the selected Role in the Process will be made available automatically and attached to the selected employee.
The assignment of roles can be done on both the Administrator side (in the Panel) and the manager side (in the Employee Portal). The activity is interdependent. What does it mean?
- If the Administrator assigns an employee to a Process in the Panel, then such a task will no longer appear in the list of tasks to be performed by the manager.
- Analogously the other way round. If the manager assigns an employee to a Role, then the message to assign an employee to a Role will disappear from the Admin Panel.