Management of roles in Q.wiki

Video Introduction

In addition to this written documentation, the following video shows you the complete role management including content migration in detail:

Basic Concept

In every process description, you enter a role from your organization in the Responsible column. You can manage these roles – such as Sales Manager or Production Employee – centrally in Q.wiki and then use them across all your process modeling.

Role Dashboard

You can access the role dashboard via the left navigation. Here you get an overview of available levels and matching roles.

Filter Roles

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

1. Choose between cross-site and site-specific roles. On multi-site systems, this function shows you the different configured locations.
2. Search for a role by title.
3. Choose whether you want to see all roles, only active ones, or only archived ones.

Role Overview

In the lower section you'll find information about levels, roles, and their details:

Overview of the functions of each column:

• Left column (1): Organizes roles by different levels. Role levels are hidden if no specific roles have been assigned to them. Levels are only displayed if you use them.
• Middle column (2): Shows the current roles in the selected level.
• Right column (3): Shows detailed information about a role.

Create a New Role

To create a new role, click + Add Role in the upper right corner. When adding a new role, you can immediately select the level and location.

The default value is derived from the level and location in which you are currently working.

You define the role through the various fields. In the Level field, you can create a hierarchical structure within your organization. We recommend assigning roles according to their hierarchy level and defining staff positions as cross-functional.

Role Connections

Link Content to Roles

In the third column of the role dashboard, you can see which content uses the selected role:

Assign Roles to Users and View Content

In user profiles, you can see which roles each user has. You can use the two buttons next to the role name to view role details and assigned content:

Role Widget

In the wiki page editor, there's a role widget. In edit mode, you can select the appropriate role directly from a list.

Select the corresponding location in the first dropdown and the appropriate role in the second:

You'll find the widget in both edit mode and view mode of processes. In view mode, it shows you a pop-up with additional role information and a direct link to the role details in the dashboard.

Permissions Management

If you need to restrict editing, you can do this through user management using the RoleManagementGroup group. As long as no users have been added to this group, everyone can create and edit roles.

Role Management in Practice

Are you interested in role management beyond its technical implementation in Q.wiki? Our consulting team has put together interesting content on this topic, which you can find in the Modell Aachen Insights:

• Which Roles Exist in Process Management and Why They Matter (external)
• How to Describe Roles Process-Oriented and Why That's Important (external)