A TeamworkIQ process model may define custom process roles – like "Loan Approver", "HR Staff" or "CFO" – that identify process participants. Each process role may then be assigned to one or more users. When a set of tasks is associated with a role, the assignees of the role are responsible for performing these tasks, and TeamworkIQ grants the role's assignees the access privileges that are necessary to do so.
Process role types
There are several types of process roles.
- Job Roles
- User Roles
- Process Owner Role
A Job Role represents a job that the role's assignees perform within the process. Such a role may represent:
- a process-specific job responsibility, such as "Applicant" or "Approver"
- a position or job function within the organization – such as "VicePresident", "New Hire" or "VP Sales" – that participates in the process
A Job Role may have zero or more assignees. If work is ready for an unassigned Job role to perform, then TeamworkIQ flags the process as having an "assignment issue" so that one of the process owners can assign a role, allowing the process to continue.
Job Roles are typically used by process templates, so that whenever a process instance is launched from the template, the owners may assign the Job roles to appropriate users.
Every Job Role that appears in a process must be defined by the process model. Reassigning the role requires that the process model be edited and updated.
In the Author Tool, when you assign a task directly to a user, you are actually assigning the task to a User Role that represents that user. The name of the User Role is the full name of that user, e.g. "Janice Radic".
A User Role MUST always be assigned to exactly one user. It can never be unassigned, and it can never have multiple assignees.
Every User Role that appears in a process must be defined by the process model. Reassigning the role requires that the process model be edited and updated.
Process Owner Role
TeamworkIQ provides a builtin role named Process Owner. The assignees of the Process Owner role are responsible for:
- managing the process
- handling any problems that occur during process execution
- [re-]assigning roles and/or tasks, if necessary
- changing due dates, if necessary
- editing and modifying the process model, if necessary
- stopping the process, if necessary
Every process MUST always have AT LEAST ONE owner.
Unlike Job Roles and User Roles, which only exist in a process if they are defined in the process model, the Process Owner role is built into TeamworkIQ and exists automatically in all processes. There is no need to define this role in the process model.