Manage Roles

• Create a Role
• Edit a Role
• Manage Users within a Role
• Delete a Role

A role is the type of job a user holds, but it is not the same thing as their title. Roles are used within the Workflow of CM to indicate which user is brought into the process in order to Approve or Acknowledge specific steps. Common examples of a role may be Provost, Committee Member, Committee Chair, Dean, Department Head, etc.

Create a Role

Roles are managed within a Category; so before you can create a Role - you'll need to ensure you first have a Category established.

Note: Only Admins will be able to manage Categories.

• To manage the Roles within a Category, select the Groups app from the App Switcher.

• In the left navigation, select the Category that you need to modify.

• Once the Category has been selected, click the View Category link that appears in the upper-right corner of the screen.

• The next screen will provide an overview of the current Category settings. Click the Edit Category link in the upper-right to access the Roles.

• Click on the Add Role button to see the available fields Name and Description.
• In the Name field, enter the name you want to assign to the Role. Common examples may include college, department, faculty, committee member, or committee chair.
• In the Description field, you can enter a description to help further identify the Role if needed. This will show only on the Category itself, not within the Group or within CM, and it is not a required field. 
• You can add additional roles if needed by clicking on the Add Role button again. You can also remove them by clicking on the trash can icon.
• When you have finished adding in Roles, click the Done link in the upper-right to save the changes.

Edit a Role

• To edit existing Roles within a Category, select the Groups app from the App Switcher.
• In the left navigation, select the Category that you need to modify.
• Once the Category has been selected, click the View Category link that appears in the upper-right corner of the screen.
• The next screen will provide an overview of the current Category settings. Click the Edit Category link in the upper-right to access the Roles.
• Click on the Add Role button to see the available fields Name and Description.
• On this screen, you are able to modify the Name or Description of the Role as needed, or you you can add additional roles if needed by clicking on the Add Role button again. You can also remove them by clicking on the trash can icon.
• When you have finished adding in Roles, click the Done link in the upper-right to save the changes.

Note: Avoid using the Override Template option. When you override a template to create new roles, these roles cannot be used within workflow. Overriding roles is not recommended as it doesn't function within the workflow correctly.

Manage Users within a Role

Users that are within a Role are managed within the Group they will belong to. For example, if you have a user who will need to function as the Chair for the College of Business, you would add the user to the Role within the Group directly. 

Note: If you intend to change the users within Roles or the Hierarchy within a Group, it is recommended that you first ensure you do not have any proposals in progress, as the changes may impact workflow. You can pause submissions to prevent any additional proposals from being submitted while you make adjustments.

• To edit a Group, start by selecting the Groups app from the app switcher. 
• Using the search bar at the top, locate the Group you need to modify.
  • You can also select a Category from the left navigation, and then select the appropriate Group.

• The next screen will provide an overview of the current Group settings. To modify them, click the Edit Group link in the upper-right.

• The Roles outline the type of position a user holds; but is not necessarily the full title a person holds. 
• To select a user, click into the field and begin typing. The typeahead field will look for users as you type.

• You may add multiple users to a Role, and you may add a user to multiple Roles if needed.
• If additional Roles are needed, you will need to add them by editing the Category.
• When you are finished, click the Done link in the upper-right corner to save the changes. 

Delete a Role

Note: Deleting a role is permanent and cannot be undone, and may impact your workflow. Before removing roles, ensure that there are no proposals in progress or consider pausing proposal submissions.

• Select the Groups app from the App Switcher.
• In the left navigation, select the Category that you need to modify.
• Once the Category has been selected, click the View Category link that appears in the upper-right corner of the screen.
• The next screen will provide an overview of the current Category settings. Click the Edit Category link in the upper-right to access the Roles.
• On this screen, you are able to modify the Name or Description of the Role as needed, or you can remove them by clicking on the trash can icon.
• When you have finished adding in Roles, click the Done link in the upper-right to save the changes.