Client roles
A role says who does a kind of work for each client — Reviewer, Preparer, Client manager. Name the holders once on the client, and work for the role goes to them.
Permission sets decide what someone may do. Roles decide who does the work for a client: on one client Julie is the Reviewer, on another it is Karim. Work names the role, and each client answers who that is.
The firm's roles
The firm keeps one list of roles, on the Firm page under Roles. Everyone can read it. Adding a role needs Edit client details; renaming or deleting one needs Change firm settings. Deleting a role takes it off every client and all the work that named it, and the people it put on open work come off.
This list is the only place a role is made. A client's Organizers tab, the Clients list and every Roles field on work pick from it; a name the firm doesn't have can't be typed in there.
Who holds a role on a client
On a client's Organizers tab, the Roles line sits above the assignees. Pick who holds each role there: one person, several, or a team. A team that holds a role means everyone on the team holds it, whoever joins later included. Changing the holders needs Edit client details. To take a role off the client, use its ×; its holders come off the client's open work for that role too.
To set a role on many clients at once, tick them on the Clients list and choose Manage roles.
Roles on jobs and tasks
Jobs, tasks and job templates have a Roles field above their assignees. With Set role holders as assignees on, which is the default, the client's holders are put on the work, beside anybody picked by hand. When the client's holder changes, the open work changes with them.
Turn the switch off and the role is a label only: nobody is put on from it, and the work waits in Queued work until someone who holds the role takes it.
Changing a job's or a task's roles needs Assign people to work. On a job, the roles are changed in Edit job.
People a role put on
Someone a role put on work can't be taken off one by one, not even by themselves. Remove the role from the work, or turn off Set role holders as assignees. Someone you added by hand stays yours to take off.
Templates, repeats and copies
A job template keeps its roles, not the people who held them. Every job made from it, by hand, by a repeat or by a rule, asks its client who holds each role at that moment. Copying a job, saving it as a template, or duplicating a proposal works the same way.
Finding work by role
- The Role filter finds work for a role, and Queued work finds what waits for you.
- The Clients list's role filter finds the clients someone holds a role on, or the ones where nobody holds it yet.
Rules and people who leave
A rule can put a role on work: choose Put someone on it, then the role. Whoever holds it on the client when the rule runs goes on. When someone leaves the firm, the roles they held on clients are cleared, and they come off the open work those roles put them on.