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Creating project roles

Use project roles to manage what mail types, document types, and document statuses an organization has access to.

If you’re a Project Administrator you can do the following:

  • Copy roles from another project. This overwrites any existing roles in the project the roles are copied to.
  • Set a specific project role as the default for new organizations on your project.
  • Assign multiple project roles to an organization if required. This allocates the mail and document types, and document status options for all selected roles to users in that organization.

Creating and setting up a project role

  1. Click the Setup button on the Module Menu, and then under Project, click Project Settings.
Setup Menu Project Setting
  1. Click the Mail/Documents Role Settings tab.
  2. Click the Create Role button.
Create Role
  1. Enter a name in the Role Name field.
Role Name
  1. To assign this role by default to each new organization on this project, select the Set as Default checkbox.
Role Default

Setting a default role is useful because it's automatically assigned to any new Orgs that are added or invited to to the project. So whatever mail and doc types, and statuses, are added to it are available to a newly added org without you needing to do anything.

So if you're managing roles, it's a useful safety net to make sure new orgs don't get access to more doc and mail types, for example, than they need. If you’re going to use a default role, it’s a good idea to create a role with only one mail and doc type, and use that as a default. You can then assign the org the correct role when you're ready.

  1. Specify mail types for this role on the Mail Types tab.
  • Select the Show All checkbox to list all available mail types, if required.
  • Type a partial name in the search field above the Available Mail Types list to filter the list.
  • To add mail types to the role, double-click each type you want to be available for this role in the Available Mail Types list.
  • To remove mail types from the role, double-click each type you want to remove in the Selected Mail Types list.
Add Mail Type
  1. Specify document types for this role.
  • Click the Doc Types tab.
  • Select the Show All checkbox to list all available document types, if required.
  • Type a partial name in the search field above the Available Doc Types list to filter the list.
  • To add document types to the role, double-click each type you want to be available for this role in the Available Doc Types list.
  • To remove document types from the role, double click each type you want to remove in the Selected Doc Types list.
Add Doc Type
  1. Specify document status for this role.
  • Click the Doc Statuses tab.
  • Select the Show All checkbox to list all available document statuses, if required.
  • Type a partial name in the search field above the Available Doc Statuses list to filter the list.
  • To add document statuses to the role, double-click each status you want to be available for this role in the Available Doc Statuses list.
  • To remove document statuses from the role, double-click each status you want to removed in the Selected Doc Statuses list.
add doc status
  1. Specify Review Status Sets for this role.
  • Click the Review Status Sets tab.
  • Type a partial name in the search field above the Available Review Status Sets list to filter the list.
  • To add Review Status Sets to the role, double-click each status you want to be available for this role in the Available Doc Statuses list.
  • To remove document statuses from the role, double-click each status you want to removed in the Selected Doc Statuses list.
add review status set
  1. Click the OK button to create the role.
  2. For each organization, click the checkbox in the appropriate project role column. You can select the checkbox for more than one role if the organization has several roles on the project. See Assign a project role to an organization.

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