Management of roles in

Modified on Thu, 22 Feb 2024 at 11:25 AM


Basic function

In each process description, you enter a role from your organisation in the "Responsible" column. You can store these roles, such as sales manager or production employee, centrally in the and then use them decentrally when modelling the process. 

Role dashboard

The role dashboard is easily accessible via the left navigation. Here you have an initial overview of the available levels and suitable roles.

In the upper area, you can narrow down your results using three filters:

  1. Location: Choose between global and site-specific roles; in case of multisite systems, this function provides you with the various sites that have been set up. 
  2. Role title: Here you can search for the title of a role.

  3. Role status: Select whether you want to see all, only active or only archived roles.

Central content of the page is the  information about levels, roles and their details.

Overview of the functions of the individual columns: 

  • The left-hand column (1): organises the roles into different levels. Those role levels to which no specific roles have been assigned are hidden. This means that levels are only displayed if you actually use them. 
  • The centre column (2): shows the current roles in the selected level
  • The right-hand column (3): shows detailed information on a role.

To create a new role, click on "Add role" in the top right-hand corner. When adding a new role, you can immediately select the level and location. The default value is inferred from the level and location in which you are currently located.


You can define the role via various fields. You can use the "Level" field to make a hierarchical classification in your company. It is recommended to assign the roles according to the hierarchical level and to define staff positions as overarching.

Role links

a) Linking content to roles

In the third column of the role dashboard, you can see in which content the selected role is used.

b) Linking roles to people and roles to content

In the user profiles, it is possible to see for each user which roles this user has. In addition, the two buttons behind the role name can be used to display the role details and the assigned content of the role.

Role widget

In the editor of the wiki pages there is a role widget in which the appropriate role can be selected from a list. 


Then select the corresponding location in the first selection field and the corresponding role in the second selection field. 


You will find the new widget in edit mode and also in view mode of the processes. In view mode, it provides a pop-up with more information about the role and a direct link to the role details in the dashboard. 

Rights management

You need key user rights to carry out the following steps.

If it is necessary to restrict editing, this can be done via the group administration using the "RoleManagementGroup". As long as no users have been added to this group, the creation and editing of roles is possible for everyone.

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