Roles

Roles in Team Assistant define specific tasks, permissions, and responsibilities within the platform. Each role can be assigned to users and determines their access to tasks and processes.

General Rules

• Any number of roles can be defined.
• A role can be used in any number of tasks and processes.
• Users can have multiple roles or no role at all.
• There are two types of roles:
  • System Roles: These have special permissions and cannot be deleted.
  • Conceptual Roles: Derived from user interactions with cases and activities, rather than explicit assignment.

Administrators with the $Administrator role have the authority to manage and define roles.

Role Utilization

Case Visibility

Visibility is additive, meaning a case is visible to:

• Users assigned a role in the case.
• Supervisors who oversee subordinates listed as case owners.
• Users specified in templates and headers:
  • Template Definition: Defines who can see cases created from the template.
  • Template Header: Defines who can see cases based on template headers.
  • Role-Based Case Visibility: Cases can be linked to specific roles using proc.setAttribute("IPROC_VIS_ROLE_ID",123).
  • Users with Multiple Roles: If a user has multiple roles, their visibility extends to all cases accessible by any of those roles.

Case Initiation

• Defined in the template header under "Assign organizational units that can start cases > Org. units."

Task Approvers & Resolvers

• Task resolvers can be restricted by organizational unit in the task template.
• Supervisors can be dynamically assigned as approvers using template calculations.

Reports & Charts Visibility

• Reports: Visibility can be set per organizational unit.
• Charts: Similar visibility settings as reports, allowing restricted access based on organizational structure.

Role Management

Roles are managed under the "Roles" tab in Team Assistant. Role management can be handled:

• Externally: Roles are defined in an external system and integrated via API or data exchange.
• Internally: Roles are created and managed within Team Assistant.

Both methods can be used simultaneously.

Role Attributes

• Name: User-friendly name of the role.
• Category: Categorization for better organization.
• Description: Brief summary of the role's purpose and usage.
• Role Assignment Restriction: Defines which administrators can manage a role, useful for multi-company environments.
• User Assignment: Employees/users assigned to the role.
• Maximum Users in Role: Optional numeric limit; leave blank for unlimited assignments.

Role Categories

Roles can be grouped for better organization. The default group is "System," which contains all system roles. Unassigned roles are placed in the "Uncategorized" group.

Managing Roles

Creating a New Role

1. Click Add in the upper right corner.
2. Fill in role attributes.
3. Save changes.

Editing a Role

1. Select the role to edit.
2. Open Edit Role.
3. Modify attributes and save changes.

Deleting a Role

• Roles used in active templates or cases cannot be deleted.
• System roles cannot be deleted.
• To delete a role:
  1. Select the role.
  2. Click Delete.
  3. Confirm deletion.

Exporting Roles

Roles can be exported to Excel or CSV using the Export button.

Conceptual Roles

Users may hold different conceptual roles within a case, based on process definitions:

• Process Owner: Oversees technical aspects and is often the first task resolver.
• Case Initiator: Starts a case using a selected template.
• Supervisor: Manages activity execution, assigns tasks, and oversees case status.
• Resolver: Handles non-automated tasks.

System Roles

System Role Descriptions

• $AllUsers: General role assigned to every Team Assistant user automatically.
• $SuperAdministrator: Manages users, organizational structure, roles (including system role assignments), planning, full access to administration and templates, including $HRmanager rights.
• $Administrator: Visibility of all cases, user and role management (excluding system roles), organizational structure management, planning, template access, task reassignment.
• $DMS admin: Manages logical document types, document attributes, structured document views, folder creation, and document uploads in completed cases.
• $HRmanager: Assigns substitutes for other users, bulk changes to task resolvers/case owners (HR agenda).
• $PowerUser: Can start all available cases, manage templates, and has the same visibility as a regular user.
• $Inspector: Visibility of all cases, can reassign tasks with restrictions.
• $GlobalSupervisor: Visibility of all cases, can reassign tasks without restrictions.
• $ZeaAdmin: Guaranteed electronic archive user, manages archival operations.
• $ZeaConsumer: Guaranteed electronic archive administrator, access to EARCHIV menu - Documents, Deleted, Validation.

System Role Permissions Overview

This documentation serves as a guide for defining and managing roles within Team Assistant, ensuring structured access control and process efficiency.