Roles/Entities Tab
Allows you to create, view, edit or delete both roles and entities.
1 Creating Roles and Entities
Click the relevant button at the top of the page to add a role or an entity to an existing organization. You will be required to choose the organization that the new role or entity belongs to before entering the details (outlined in Section 4 below).
2 Viewing Existing Roles or Entities
Summary details for all exiting roles and entities are displayed in a table. The details shown are:
| Name | Description |
|---|---|
| Path | The organisation that the role / entity belongs to |
| Type | Role or Entity |
| Id | The unique identifier |
| Name | The name given to the role / entity |
| Everybody? | This is checked if this role / entity is an everybody one |
| Script | If the role is a scripted one (membership determined by a script), this will show the current script. |
Click the filter icon on the grid headers to search for a particular role or an entity by its path, name, script or everybody configuration.
3 Editing Existing Roles or Entities
To change the details of a role or entity click on the pencil icon next to the relevant role / entity in the table. A pop up window will appear from where you can edit the details (outlined in Section 4 below.
4 Role and Entity Information
The page for creating and editing a role or entity is divided into two sections - Implementation and Users. When creating a new role or entity you will be required to choose the organisation it belongs to before entering the details.
4.1 Implementation
In this section you can manage the following role/entity information:
| Name | Description |
|---|---|
| Name | The name of the role/entity. This field is mandatory. |
| ID | The unique ID of the role/entity. The ID is generated and cannot be modified. |
| Description | A short description of the role/entity. |
| Parent | The parent that the new role/entity belongs to. It cannot be modified. The number of descendants is limited to 3. |
| Share | Static, Scripted & Everybody roles can be shared so that they are available in Easy Builder as lanes to assign tasks to. |
| Allow everybody | Check this box if you want to add all users created on your account to this role/entity. If this box is checked, you will not be able to add a user in the Users section since all users will belong to this role/entity. |
| Dynamic role | This box should be checked if you want to define a role as a group of possible roles. The final role will be defined dynamically within a manual task of a process, in the field "Assign to lane". N.B. Once a role has been defined as dynamic, you can no longer modify it. This field is only visible if you have created a role and not an entity. |
| Runtime role | Check this box if you want to define the users of the role during runtime. N.B. If this box is checked, you won't be able to add a user in the Users section since membership is defined at runtime. This field is only visible if you have created a role and not an entity. |
| Role script | Add a formula to auto-populate the membership based on Users' Metadata, preferences or lane membership. A role or an entity that has a script is considered a scripted lane. Once you have created your script it can be checked, the result will tell you how many users meet the criteria (and so will be members of the lane) and how long the query took. To find out more about writing scripts click here. You won't be able to add a user in the Users section if you have configured a script role. |
N.B. Roles and Lanes are essentially the same thing. Role is generally used in a User context while Lane is used in a Process context i.e. a Role becomes a Lane in a process context.
4.2 Users
This section allows you to manage which users are assigned to the current role. There are two sections - Authorized Users and Acceptance Users.
The Authorized Users section lists the users that currently belong to the role in LIVE mode. Membership is determined by the type of role. If it is a 'scripted' one then membership is determined by the script, if it is an 'everybody' role then all users will be members, if it is a 'runtime' role then no users will be shown as this is determined per process instance. Please note that you can only edit the user list for 'standard' roles.
The Acceptance Users section lists the users that currently belong to the role in ACCEPTANCE mode. For ACCEPTANCE mode, you can edit the list of users for standard, everybody and dynamic roles.
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