To manage roles for a workflow, switch to ROLES tab on the Design screen:
By default, each workflow comes with two pre-defined roles: Document Owner and Initiators.
Document Owner is a pre-defined role representing the owner of a document.
Most of the time, the person who creates a document out of a workflow plays Document Owner role. For example, in Timesheet workflow, Document Owner is the employee who creates and submits the timesheet.Document Owner role can also be assigned to a user other than the creator of the document. For instance, in Event Registration workflow, we could use the email address entered to be Document Owner.
InitiatorsInitiators role is a special role that determines the list of internal users who can create documents out of a workflow. By default, anyone belongs to your organization can create a new document from any workflow, but you can limit this access to a certain set of users only.
For example, in a workflow that allows only users having "Manager" title to nominate their subordinates for Employee of the Month, the workflow designer can configure Initiators as in below screenshot:
Configure a RoleTo create a new role, click on "+ ADD NEW" button.
To edit an existing role, click on the corresponding EDIT button as in the screenshot below:
On the edit panel displayed, you can configure Name, Description, and Members belong to this role:
Using the Value from a Field as a Member of a Role
One of the unique features of Rethink Workflow is an ability to use the value of an Email, or User Dropdown field as a member of a role.
There are many use-cases in which this feature is particularly useful, for example:
- In Timesheet workflow, the employee can specify the Manager who is going to approve the submitted timesheet.
- In Letter of Recommendation workflow, the requesting student can select the recommending professor from a list of users.
- In Event Registration workflow, the workflow creator can enter an email address to be one of the Document Owner.
The following video demonstrates how to use a field value as a member of a role: