Setting Up the Necessary Roles

OPTIONAL FEATURE - Contact your RizePoint representative to enable/disable this option.

Roles are used to determine who is able to approve the waiver at each step during the approval process. Each standard is associated with a role. In addition, each queue, or step in the approval process, is also associated with a role. When a waiver on a standard is requested, it is placed in a queue, and the user assigned to the role associated with the queue receives notification. Once the waiver has been approved, it moves to the next queue, and the user assigned to the role associated with the next queue receives notification, and so on.

When using multiple levels of approval, you'll need a separate role for each level of approval. Typically you'll want only one user assigned to each role, as only one user needs to approve the waiver at each level. Be sure the role has the permissions necessary to view and approve waivers.

When setting up roles, it is advised that you also make use of the MANAGED ROLES option. (If this option is not already enabled, you may contact your RizePoint representative to enable it for you.) The user who creates a role is always automatically assigned to the role. However, the Managed Roles option allows the user to remove him/herself from the role after creating it, and still be able to manage the role. One of the purposes of creating an approval role is to provide a user with email notification that a waiver is awaiting approval. In most cases, the person who is managing (creating) these roles does not need, or want, to be notified each time a waiver is awaiting approval, so removing himself/herself from the role eliminates this problem.

In addition to basic roles for approving a waiver, you may also want to set up a pre-queue role, a post-queue role, and an escalation role:

• PRE-QUEUE: This role is used when you want someone to have access to a waiver before it actually begins the approval process. If the designated workflow includes a queue defined as a pre-queue, then the waiver is placed in a pre-queue first, and notification is sent to the user assigned to the pre-queue role. When this feature is used, it is the first step in the approval workflow. Note that this role is required for the AD HOC workflow type. Also note that if you're going to use the AUTOMATIC workflow type and you want to use a pre-queue, you must create this role first, as the automatic workflow looks ONLY at the order in which a role is created to determine the sequence in which the workflow progresses.
• POST-QUEUE: This role is used when you want someone to have access to a waiver at the end of the approval process. If the designated workflow includes a queue defined as a post-queue, then the waiver is placed in a post-queue at the end of the approval process, and notification is sent to the user assigned to this role. When this feature is used, it is always the last step in the approval workflow. Note that if you're going to use the AUTOMATIC workflow type and you want to use a post-queue, you must create this role last, as the automatic workflow looks ONLY at the order in which a role is created to determine the sequence in which the workflow progresses.
• ESCALATION: This role is used when you want to handle waivers that remain in any given queue longer than a predetermined amount of time. If a waiver is not approved within a specified time, it is removed from the current queue and is placed in an escalation queue. The user assigned to this role then has the responsibility for final approval.

For example, if you want three levels of approval, plus and Pre/Post approval, and one to handle overdue approval requests, you would need to create the following roles:

• APPROVER #1 ROLE - a role for first approver
• APPROVER #2 ROLE - a role for second approver
• APPROVER #3 ROLE - a role for third approver
• PRE-QUEUE APPROVER ROLE - a role for the pre-queue approver
• POST-QUEUE APPROVER ROLE - a role for the post-queue approver
• ESCALATION APPROVER ROLE - a role for handling waivers that remain in a queue too long

The role names shown above are just suggestions. You may use any naming convention you want, but using a descriptive name eliminates confusion.

1. Log on as a user with the USERS/ROLES permission.
2. Go to System > Manage People > Roles.
3. Click the NEW button.
4. Enter a name and optional description. You may also add a Role ID; however, if you leave this field blank, the system will provide one for you.
   
   
5. Click the SAVE button.
6. Click the PERMISSIONS tab.
   
   
7. Click the ADD button.
8. Select the following permissions:
   • WAIVER - APPROVE WAIVERS
   • WAIVER - VIEW WAIVERS
   • POLICY - VIEW POLICIES
9. Click the SAVE button.

1. On the Role profile page, click the USERS tab.
   
   
2. Click the ADD button.
3. Select the user you want assigned to this role.
4. Click SAVE. The user is added to the role.

You'll need to ensure that the user also has access to the appropriate management records and locations, either through this role or through another role assignment. Most likely the person responsible for waiving adherence to a standard already has the necessary association to the management record through another role assignment.

ref: Waivers