Roles are used in workflow definitions to achieve flexibility in assigning tasks to users or groups.
Workflow roles are not assigned permanently to users or groups. Instead, the participants associated with roles can change from one type of workflow to another, from one instance of a particular workflow to another, and even from one task of a workflow to the next.
We recommend that you create pairs of role definitions for use with workflow, one for an individual user assignment (Task Owner) and one for a pool assignment (Task Audience), such as for a parallel workflow step, or for posting to an audience where any audience member can accept the job. See The Difference Between a Task Audience and a Task Owner.
| Name | Description |
|---|---|
| Status Changer | Identifies the role for the user who is authorized to advance the workflow by changing the status of a document or fragment from the current status to the next status. Often the status changer is the Task Owner, since that person is in the best position to know when the document can move along to the next task. |
| Task Owner | Identifies the role for the user who is assigned the job ticket for the next task in the workflow. |
| Task Audience | Identifies the role for the group of people who receive notice that the job ticket has
been created. If the Task Owner abandons the job (or no Task Owner
was assigned), then users in this role are eligible to accept
the job.
For a parallel workflow, the Task Audience defines all of the users who must perform the task in parallel. |
Role definitions can be referenced by multiple Audience Parameters and Task Sequence documents. Users or groups who are associated with a role for an object can be different from those associated with a different object. For example, users or groups who are assigned the Reviewer role for documents in the Parts folder can be different from those in the Repair folder. Users or groups participating in a workflow are identified in the Roles tab in the Access Control dialog. See Identifying the Users Participating in a Workflow.