What is a Role Group?

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You can access the Workflow Administrator Certification videos here.

A Role Group in Workflow consists of users, such as Department Chairs or Deans, tasked with taking action within a Workflow process. Similar to Templates, Role Groups offer reusability across different years and in conjunction with various schedules.

Role Groups are specifically designed for reviewers within a particular process, excluding the initial participants who submit materials for review, known as "candidates." Candidates are selected during the scheduling of the process.

Creating a Role Group

Given that Role Groups determine access to a specific Step, it is essential to have a corresponding Role Group for each step to control the reviewers that have access to a Workflow process at each step. Presently, Workflow provides two Role Group types: Administrative Reviewer and Review Committee which are described further below. 

  • Administrative Reviewer: These type of role group is best suitable for steps where assigning a single reviewer, like a Dean or a Provost, is necessary. Instructions for creating this type of role group can be found here.
  • Review Committee: This type of role group allows you add reviewers as committee chairs or members for different campus committees in your Workflow processes. Instructions on how to create this type of role group can be found here.

 

Managing Role Groups

Adjusting Role Groups Post-Launch 

Reviewers in role groups can be modified at any time by simply clicking on the title of the role group within the "Name" column of the Role Groups table on your Workflow Configuration page. This page can be accessed by navigating to the Workflow utility on your Navigation Bar and selecting "Configuration." Once you click on the title of the role group, you will be able to modify the reviewers in the role group.

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Keep in mind that changes to a Role Group will not impact any active processes referencing the Role Group. If you need to change reviewers or committee members after a schedule has launched, please refer to the "How to Adjust Reviewers or Committee Members Post-Launch" article. 

Sort and Filter 

The Role Groups list can be sorted or filtered for quick access or review by clicking on the column header within the Role Groups table to initiate sorting and filtering. Sorting is limited to alphabetical order, while filtering options apply to all columns, allowing you to filter by the Role Group's Name, Scope, and Type. To save the selections and close the Sort and Filter menu, click "Apply."

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Duplicating a Role Group 

A role group can be duplicated in situations where a similar role group needs to be created, but with a few distinctions. This duplication expedites the process of creating the new role group. To duplicate a role group, click on the downward-facing arrow under the Actions column for the role group you want to duplicate and then select "Duplicate" from the Actions menu.

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Deleting a Role Group 

A role group can be deleted by clicking on the downward-facing arrow under the "Actions" column for the role group you want to delete, then selecting "Delete" from the "Actions" menu. Keep in mind that the role group will be permanently deleted, and this action cannot be undone.

 

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The Workflow module is available to add to Faculty Success for an additional fee. To learn more about adding it for your institution, please contact your Client Success Manager.

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