Managing Roles in a Template

The Project Template window allows you to assign firm roles to a template. Roles can be used for several purposes, including:

• Assigning managerial responsibility for a project
• Sending notifications
• Making assignments to worksteps

Any roles you assign are also available at the project level. Roles can be locked.

To manage template roles, do the following:

1. Open the Templates list.
   • From Dashboard. Open Dashboard, click Application Links on the navigation panel, and then click Configuration > Project templates under Workstream.
   • In Workstream. Click Templates in the Manage group on the Manage ribbon.
2. Select a project template, and then click. You can also right-click and select Open from the menu.
3. Click Roles on the navigation panel.

4. Do one of the following:

   • Add a role assignment. Click Firm Roles on the button bar, or right-click and select Firm Roles from the menu to display a list of roles previously created in Security. See Using the Firm Roles Window for information about adding roles to the template.
   • Add an assignee to an existing role. Select a role in the grid and click Add Assignee. An additional assignment row is added for the role.
   • Remove a row in the grid. Select a role or assignee in the grid and click Remove on the button bar, or right-click and select Remove from the menu. If your selected row is a role, the role and all its assignees are removed. If your selected row is an assignee, only the assignee is removed.

     Note: If you're removing an assignee and a workstep assignment was assigned to the staff being removed, and there was one other assignee for the role, the workstep assignment is set to the remaining assignee.

     Explain the components of the grid.

     Component	Description
     Role column	Lists the names of the available roles.
     Rights column	Indicates security rights associated with a role.
     Lock column	When indicated as locked, only the role itself is locked, not the rule or assignee associated with it. To prevent answers from being changed at the project level, click the unlock icon to lock a question.
     Select By column	Allows you to set rules for the role assignment by selecting one of the following options. The option you select determines what you will be able to select in the Assigned column. If you change the Select By option, any previous assignments for the role will be removed. Staff. Select the staff to assign to the role or select Unassigned. Notes: If worksteps use this role assignment and: The assignee is unassigned and you add an assignment, the new assignee to the role is automatically selected as the assignee on the workstep. The role is unassigned and the workstep is assigned, and then you add an assignee for the role, it is added to the workstep assignee lookup only. You change the assignee on the role, and the staff being removed was assigned to a workstep, the staff is replaced by the new selection (either a new staff or Unassigned). If you add a role assignee and any workstep assignee is not updated, a message will display reminding you to review workstep assignments. Team. Select the team to assign to the role or select Unassigned. For more information on setting up teams, see Adding a Staff Team. If the assignment is set by team, once a project is created based on this template, the team member who begins work on the project should set themselves as the file holder on the project's General tab. Client Responsible Staff. Select the client responsible staff to assign to the role or select Unassigned. for more information on client responsible staff, see Managing Client Responsible Staff.
     Assigned column	Assign a team or individuals to a role by selecting from the available list. To add additional assignments, click Add Assignee in the button bar.

5. Click one of the Save buttons or Cancel.

   Button	Description
   Save	Saves the changes without exiting the window.
   Save & New	Saves the changes and opens a new window.
   Save & Close	Saves the changes and exits the window.
   Cancel	Exits the window without saving your changes.