A role specifies what part a person can play in a process. When you define a role, you specify what data a person can access, and what they can do. You also specify which users can occupy that role, or the rules for determining who those users are. 

 

The combination of privileges defined by the users role in the stream, and by their profile settings, determines what a user is allowed to do.

 

Managing Roles

1. Go to an unlocked or checked-out stream definition
2. In the sidebar:
   • Hover over the Roles heading and click New to create a new one.
   • Or hover a specific role and click Edit or X to modify its settings or delete it.

Role Settings

 

​General

• Title -  The name of the role.
• Description - A summary of the actions performed by a user who is in that role.
• Record Detail Form
  The default form used to display data for a stream record, when it appears in a list or a report.
  
• Additional Forms available to View
  Specifies other forms that can be used to display stream data.
  When a user is viewing a record, selections made here appear in their dropdown list of available forms.
  
• Participant Type
  
  • Specified here
    Select specific users and add them to the list of users who can occupy the role. 
  • Use Filters to Determine at Execution
    Select one or more fields defined in the Other Details section of User records (location, department, organization, etc.), and specify the values that qualify a user for that role.

Record Permissions

​These settings determine which records can be accessed, and which actions can be performed.

Can View	Can Update	Can Manage
Records Tasks Documents Logs Errors Processes Notes Stages	Records	Docments Roles Processes Escalations Stages

 

 

 

 

 

 

 

 

 

 

Notes:

• The ability to manage processes lets a user stop, cancel, and restart processes.

 

Field Access Control

This section gives field-level control of data. For a given role, choose fields from stream data components and specify one of the role-specific characteristics:

• Read Only - The field appears in any form that includes it, but the data cannot be modified.
• Hidden - The selected field does not appear for a user in that role, regardless of which form they are using.