With the appropriate Workflow templates and system configuration, you can assign roles to various people attached to a workflow. Roles are set up in the workflow template. When you use that template to create a workflow, you can assign one or more roles to each attached People record. Note: If Restrict Role Assignment to 1 per Person is selected in the workflow template, then IQ will only allow one role to be selected for each attached People record. Roles are especially helpful when there are large numbers of People records attached to a workflow.
There are a number of ways in which you can use workflow roles, some examples of which follow:
To manage invitations to and attendance at meetings. Using this process, you attach People records to a meeting workflow and assign roles such as Invited, Accepted, Declined, Attended, and so forth to those records. This lets you record, track, and follow up with meeting invitees and participants.
To track lobbying efforts. In this case you could attach People records and identify their positions on legislative issues with roles such as Supports, Opposes, and Undecided. You could also use roles in standard casework workflows to identify the constituent, the agency, or other people associated with the workflow.
To assign various roles to agencies or departments that are responsible for or involved with a project or case. Once you've attached agency records by assigning their associated workflow codes to the workflow, you can select different roles for each agency.
To use roles in workflow:
Create a workflow using a template that is set up for roles, attaching a list of people to the workflow record when you create it or attaching individual People records after you create the workflow.
On the People panel of the workflow record, select the people for whom you want to choose roles by selecting the check box next to their names. Click the Select All link to select all records.
Select the Roles action to open the Select Roles dialog box.
Select roles for each person by selecting the appropriate check boxes and click the Save button. Roles appear at the top of the People panel with an option button next to each one. Select a Role option button to show only those People records with that role. All selected roles for each individual appear in the Roles column.
To detach People records with a specific role from the workflow, select the option button for that role to show records with that role and then select individuals or select the Select All link to select all users. Select the Detach People action and click OK in response to the confirmation message.
Note: Roles are only available for records for attached People records. If you want to assign roles to agency contacts, you must attach their records to the workflow so that they appear on the People panel. To do this, on the Contacts panel, select the check box next to the contact name and select the Attach Contact action.