1. Roles: Tips and Strategies
Client Webinar Series
Time to Reach New Heights
Roles: Tips and Strategies
June 11, 2015

2. Agenda Role Uses Access Rights Routing Project Responsibility
Dashboards
Dashboard Parts
Projects
Documents
Catalog Folders
Report Folders
Routing
Project Responsibility
Bookmarks
Role Types
Primary
Subordinate
Role Conditions
Project
Document Type
Reference
Specific Document
Subordinate Role
Role Tabs
Capabilities
Responsibility
Included Roles
Assignment
By Contact
By Catalog Folders
By Report Folders

3. Role Uses – Access Rights
Roles bundle a set of Capabilities and Included Sub Roles to provide the user with access to various Functions, Dashboards, and Parts.

4. Role Uses – Routing
Roles are used in Predefined Routes. When a document is the created that uses this Predefined Route, Spitfire checks the Project ID on the Document and then checks the Project’s Project Contact part to identify the person on this Project that has been assigned that role.
If two Project Contacts have that role, both of them will be included as routees on the document.
If no one on the Project Contact part has the role ...
... that SEQ on the Document’s route is skipped
... unless the Role is not a project specific role (for example, Senior Executive), then all contacts with that Role will be included on the document’s route.

5. Role Uses – Project Responsibility
Project Responsibility is a link to Bookmarks in Word templates

6. Role Types Assigned to Contacts
Primary Subordinate (Sub or Included Roles)
Assigned to Contacts
May to used to assign access to Catalog Folders
May to used to assign access to Report Folders
Not Assigned to Contacts
Not used to assign access to Catalog Folders
Not used to assign access to Report Folders
Are assigned to a Primary Role on the Included Role tab

7. Role Conditions Project Document Type Reference Specific Document
Assign this role for access by Specific projects
Document Type
Assign this role by Specific Doc Types
Reference
Assign this role by Specific Reference
Requires that you have a Reference List and are assigning References on Documents
Specific Document
Assign to a Specific Document
Subordinate Role
A bundle of access rights that can be assigned inside of Primary Role
Conditions Optional
When checked, the Condition may be excluded – making the role system-wide.
For example, the Project Manager role is usually assigned project by project – but if Conditions Optional is checked, you could assign the Project Manager without a Project ID so that the user has Project Manager rights on all projects.

8. Role Tabs - Capabilities
See White Paper: Designing User Roles
Role Tabs - Capabilities
Left panel – Capabilities Assigned to Role
Click to delete capability
Click to edit Permissions Read, Insert, Update, Delete, Special
Right panel – Capabilities NOT Assigned to Role
Click to assign this capability

9. Role Tabs - Responsibility
Only apply to Primary Roles
Only used for Project Level roles
Selected from a system-defined list
Only one per role
Corresponds to Bookmarks in Word Templates

10. Role Tabs – Included Roles
Left panel – Included Sub Roles
Click to delete capability
Click to view Detail assign a Condition (Usually Doc Type)
Click to Copy Sub Role
Right panel – Sub Roles NOT Assigned to Role
Click to assign this capability
Note: Blank Condition matches all (in this example all Doc Types)

11. Assigning Roles to Contacts
Capabilities

12. Assigning Access to Catalog Folders
Capabilities

13. Assigning Access to Catalog Folders
Capabilities

14. Assigning Access to Report Folders
Capabilities

15. Problem: Routee doesn‘t respond
Some routees on a document do not respond back to the sent by Spitfire; they may phone with a response or hand in the paperwork at the job site. How can we accept their routes so that the document can move forward in the routing?
Solution:
DOC | Can be designated as another users proxy
See KBA-01563: Routee doesn‘t respond, but the document needs to move on

16. DOC | Can be designated as another users proxy
Proxy Capability Levels
R — the basic level requires the other contact (routee) to have designated the Proxy Role.  In this model (especially for v4.2 and prior) you would set up a Proxy Entry role with this capability and be sure to make every vendor have the Proxy Entry role specified as the ‘Allowed Proxy‘ on their contacts ‘connections‘ tab.
I  — (requires v4.3 and later) — this proxy level allow a user who has both this capability and Internal Staff with Update on the document to act as unilateral proxy for any external contact.  Many sites deploy the Internal Staff capability with Read and/or Update because it is used by customization.  To restate: If an internal staff member has update rights, and the ‘I‘ level of proxy, then they can proxy for external contacts.
S — The super proxy level. A user with this proxy capability can act as the proxy for any other contact (internal or external) at any time.  Of course, the audit trail and route notes will reflect the actual user who entered the data.
Remember:
Whether or not the ‘Thumbs Up‘ appears is based upon proxy permission for current routes when the document is opened.   If you were the person who just ‘sent on‘, then don‘t expect proxy to take effect immediately.  Try closing and reopening the document window.
For  a user with basic ‘R‘ level proxy capability, the *other*  user’s contact record *must* point back to the role from which the user gets the proxy permission.   This setting is on the Contact Details ‘Connections‘ tab.  This structure allows you to create multiple proxy roles – ones that can proxy for Customer, another that can Proxy for Vendors and a third that can proxy for superintendents.  The project assistant might be assigned all three, but other employees might be limited to just acting on behalf of customers.

17. Resources Focus Guide: System Admin White Paper: Designing User Roles
Knowledge Base Articles (KBA)

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