What are "Roles" on Winddle?
Roles are very specific to Winddle's Project Management module - they define what a position or user can do on a specific (master) Checkpoint (participate, validate, update and manage, the latter being defined for Checklists rather than Checkpoints).
The detailed meaning of each of those authorization level can be found in the Collaboration - Role and Authorization article.
Roles are also related to Field customization, which define a certain type of authorization on project and project line's fields according to a partner's position: together, Workflow roles and Field settings form the basis for defining the scope of the responsibilities of your company employees and partners.
How to access the roles settings?
To access to the settings, open the main user menu, select Company settings, expand the User Management group and select Roles.
Role settings overview
Switching between views
In the header of the screen, there is a button to select the view:
Roles are always a relation between a user/position and a checklist/checkpoint: the views allow to switch between managing all of the user/positions for a given checklist/checkpoint and managing all of the checklist/checkpoints for a given user/position - it'd be like transposing the matrix of roles, or to look at the same data from two different view points.
When selecting the Checklist/checkpoint view, the filter section will allow you to select the current Checklist/checkpoint in focus:
Note that the special value All checkpoints in the Checkpoint drop down means that the role will be set at the Checklist level (and can be overridden at the Checkpoint level).
When selecting the Position/user view, the filter section will first ask you to pick if you want to manage the roles for a position or for a user, then ask you to select the corresponding position or user:
Setting a role
To set a new value for a role, just move the slider for the right combination of checklist/checkpoint and position/user to the value you want.
For example, here:
The currently selected Checklist is Production, no checkpoints have been selected (All checkpoints is selected). Currently, the Buying Office position is in No access, and by drag and dropping the slider to Validate, any user with the Buying Office position will now be able to validate any checkpoint in the Production checklist.
After the update, the role will look like this:
If you now switch to the Position/user view and select Buying Office, you'll notice that the Production checklist is now set to Validate.
The is an implicit hierarchy in Winddle:
- A role set at the checklist level can be overridden at the checkpoint level
- A role set on a position can be overridden by a role on a user
- A role set at the company level (in the company settings) can be overridden by a role set on a project line.
Overridden can either be granting the role when it has been denied at a higher level, or denying the role when it has been granted at a higher level.
The role settings interface will provide warnings when there are different values at different levels, for instance, if one of the checkpoint in a checklist has a different role:
Note: there won't be any warnings in the company settings when a role has been overridden by a specific project line.
Role settings by Checklist/Checkpoint
Setting a role for a given Checklist
In Checklist/checkpoint view, first select the Checklist from the filter dropdown at the top of the page:
The roles currently set for this Checklist will appear. It will first list all of the positions and their role for this checklist (and display a warning when something different has been set at the checkpoint level), then the exceptions which have been set for a specific user.
Note that only roles set at the Checklist level allow to select Manage, which is a special role giving the authorization to manage (add/remove) checkpoints within a checklist, rather than do anything within a checkpoint.
Setting a role for a given Checkpoint
The procedure is the same as for Checklists: first select the Checklist containing the checkpoint, then select the Checkpoint from the dropdown:
Adding exceptions for a user
To add an exception for a user, first select either the Checkpoint or Checklist you want to add the exception to, then at the bottom of the screen, click on Add a role for a specific user. You'll then be able to search for employees and partners.
Validate your choice and a new line will be added. You can then set your exception.
To remove your exception, just click on the delete button.
Role settings by Position/User
Setting the roles for a position
To set the roles on every Checklist/Checkpoint for a specific position, first select the Position/user view, then Position as the type and finally, select the Position you want to edit:
Once the position has been selected, you'll be presented with the list of all your company's checklists. You can then set the role at the checklist level by moving the slider - this would be the same as having updating the role on the row with the selected position in Checklist/checkpoint view after having selected the checklist from the list.
You can also set roles at the checkpoint level by expanding the checklist:
Note that similarly to the Checklist/checkpoint view, the Manage role is only available at the checklist level as it's not related to a specific checkpoint but rather the ability to add/remove checkpoints within a checklist.
Setting the roles for a user
To set the roles for a specific user, follow the same procedure as for setting roles for a position but instead select User in the Type and search for the user you want to edit.
Note: Although it would be possible to not use Positions at all, and set all the roles at the user level, Winddle doesn't recommend this. Role set on a specific user should be seen as exceptions.