Assigning Users with Roles

Procedures can be created with two different types of columns that allow users to be assigned. The Person column is the simplified way of assigning a user to a row in a group. The Role column abstract the users and makes it easy to assign a role to a row and then a user only needs to be assigned to the role. Thus, the Role column allows the same user to be assigned to multiple rows.

• Person - Column type where a specific user is assigned to each row in the group - single user is defined on a row. 
• Role - Column type where a role is assigned to each row in a group and then a user is assigned to each role - selection of multiple users assigned to multiple rows.

The functionality of the Person column is illustrated below. The column with type of Person is added to a group. The rows in that group then have a placeholder for a user. When an Instance is launched, then a user is selected for each row in the column.  

 

While the Person column is simple to use, it can be overwhelming when you have several steps in a procedure. Selecting the same person over and over that has the same role is redundant and time consuming. Thus, users where abstracted and with the Role column, a role can be selected for each row. The role should stay the same throughout the duration of the Procedure and thus is selected when editing the Procedure Version.

Once the Procedure Version is launched and there are group(s) with the Role Column, then user(s) needs to be selected for each unique role. Only the unique roles (object items) need to have users assigned to them.

This documentation provides details on:

• Managing Role Object(s)
• Adding Role Column to Procedure
• Launching Instance and Assigning Users to Roles 
• Assigning Multiple Users to a Role

Managing Role Object(s)

By default, when a Procedure is created, we create a default Object for Role. The only Item (Role) included is: Engineer. Thus, to use the Roles functionality, it is recommended to add additional items to the default Roles object for the Procedure. Or create your own new Object for Roles with corresponding items.

Learn more about managing Custom Roles with Objects.

Adding Role Column to Procedure

To add a column with type of Role, in the desired group, click the Add Column button. Then select Role.

The Role Column will be added. Then for each row in the column, there will be a dropdown menu to select the Role.

The name of the column can be modified by hovering over the column name and clicking on the text. When done changing the name of the column, click the check icon to save changes.

For each of the rows with a cell in the Role Column, a specific role needs to be selected. Again, these roles (items) are defined and managed with the Objects functionality. To add more roles, refer to Object Custom Roles.

Proceed to select a role for each of the rows in a group that have a column type or Role.

Once you have a role specified for each row, then the incorporation of the Role object into a Procedure Version is completed. You can continue editing the Version and submit it for approval when ready.

Assigning Users to Roles Launching Instance

Once a Version of the Procedure is Active and include a group with a Role column, then launching an Instance to run will include a step to assign user(s) to a role.

The Instance will remain as status of Draft and will not run until user(s) are selected for each unique role.  

To assign a user to a role, in the Users column click the corresponding dropdown menu for Add User in a row. Then select the desired user for the role. You can select multiple users per role.

If the desired user does not exist as an option in the dropdown menu, then an administrator will need to add the user or invite her/him. Then the user will be an option in the dropdown menu for User(s).

Below shows how the role of Field Engineer was assigned to the user Lucas Brown.

Proceed to assign each unique Role with one or more users.

Once the Instance is Launched, then the assigned user will be displayed for each Role. The User for the Role is no longer editable. The user for the Role is only editable when the Instance is a draft and you are in the second step in the launch of assigning users to roles. The example below shows the assigned users to roles are displayed when the Instance is running.  

The assigned user via their role can then complete any additional inputs that the row requires such as a Checkbox, specify a Status, etc.  

Assigning Multiple Users to a Role

To make assigning users in complex procedures more streamlined, the assignment process allows more than one user to be assigned to a specific Role.

To select multiple users to be assigned to a role, from the dropdown menu select the second, third, etc. additional user.  

The additional user(s) will then be included in the display of the User(s) column.

Once the Instance is Launched, then the assigned user(s) will be displayed for each Role. The Users for the Role is no longer editable. The users for the Role is only editable when the Instance is a draft and you are in the second step in the launch of assigning users to roles.

The example below shows the assigned users to roles are displayed when the Instance is running.

The assigned user(s) via their role can then complete any additional inputs that the row requires such as a Checkbox, specify a Status, etc.  

All of the assigned users can collaborate to complete their assigned tasks.