Roles

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

Prerequisites 

Rules and Guidelines

  • Roles are defined by using one of three methods, Fixed, Lookup or Conditional.
  • When selecting a Manager, Position or Role, this 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

This field displays the ID that represents the Role.

This field displays a description of the Role.

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.

 

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

ID Number 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 Select a specific position ID. The email will be sent to all employees attached to that position.
Role A recipient based on another role
User Preceda Users as setup in the System Management module.

 

This selects a person or people based on the Workflow containing or matching certain data, for example when selecting a recipient based on the location of the employee who is being terminated.

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

The value relevant to the Based On field can be selected, e.g., if the Account option is selected, then all Account costing codes will be displayed.

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.

This is the value of the Role Type. The principle of this setting is the same as when setting up a Lookup Role.