KB76724987: WebCenter - How to assign roles via Task Specifications

Description

You can make role assignment a lot easier, even automatic, by creating a restricted set of users or groups to be selected via Task Specifications.

This function was created to allow non-project managers to assign certain roles to real people (user or group) at a certain place in the workflow. Whoever is assigned the task, can do the assignment.

Example: Decide the printer for a packaging project. PRINTER is a role and the person with the role MARKETEER must assign the printer after the project has passed through a gate where the main design and the budget are approved. 

Find description in the user manual.

Procedure

1. Create a Role. For example: APPROVER.
2. Create a Restricted Set (via Task Specifications or via Attributes) containing people or groups that will be used to assign the role via the task.
   
   1. Use the Text Type.
   2. For groups, use the exact group names.
   3. For users, use this format: Lastname, Firstname (username) or just the username. For example: Creten, Eva (EVCR).
3. Create a Task Specification with exactly the same name as the Role (in this case APPROVER) and link it to the previously created Restricted Set.
4. Add the Task specification to a Task Type. Make sure that the option 'Assign roles from Task Specifications' is checked in the Task Type details.
5. Create a task of this Task Type in a Project Template and add this at the right place in the task list (with predecessors typically). Alternatively, add a task of this Task Type as a node in a workflow for this template. 

6. Create a Project based on this template.

7. At the right moment, the task will be assigned to the person who can decide who should have the role. Example: When filling in the Task Specification 'APPROVER', the user or group will be automatically invited and assigned to the APPROVER role.

   This happens when completing the tasks.

Role invite through Task Specification/Project Attributes also supports Groups with a User assignee (Group Representative).

Use:

• Username [Groupname]
• Lastname, Firstname (Username) [Groupname]