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Making the user assignments

If necessary, perform these steps to assign users to the roles and tasks of in the project Workflow of a ContentRoutingProject or standard Project.

About this task

Modify the project Workflow to add user assignments if:

  • the Workflow template assigned to the ContentRoutingProject or Project did not include them
  • the workflow template assigned to the ContentRoutingProject or Project included user assignments, but you want to modify them for this ContentRoutingProject or Project

Procedure

  1. Start Contenta Explorer as the sysadmin or ProjMan user.
  2. Click the ContentRoutingProject or Project whose workflow you want to modify.
  3. Open the Workflow Edit window using one of the following methods.
    • Click Project > Workflow.
    • Click the Workflow tab at the bottom of the window and double-click the workflow graphic.
  4. Click Edit > Team Members. The Team Members window appears.
  5. Select the role to which you want to assign a user from the drop-down list next to the Role field.

    A list of Available Users for the selected role appears. Remember to add the appropriate team members to the ProjMan role if you want to grant other ProjMan users permissions to manage the ContentRoutingProject or Project.

  6. Select the user or users you want to assign to the role for this ContentRoutingProject or Project, then click the top arrow button (the arrow that points to the Team Members field). The selected users move into the Team Members field.
    • To select a user, click the user name.
    • To select multiple consecutive users, hold [Shift] and click on the first user name, and then the last user name.
    • To select multiple non-consecutive users, hold the [Ctrl] key and click the desired user names.
  7. Repeat steps 5 and 6 for each role in the ContentRoutingProject’s or the Project’s Workflow, including any workpools assigned to a task in the Workflow.
    Edit the Workpool object to add or remove users from the list of those who will receive the ContentRoutingProject or Project.

    By default, users you assign to a role are assigned to all tasks to which the role is associated.

    For example, you might make the following assignments.
    • Assign the Writer role to the authoring, editing, and updating tasks.
    • Assign Mary, John, and Thelma to the writer role.
    In this case, Mary, John, and Thelma are assigned to all the authoring, editing, and updating tasks. If you want to make specific assignments (such as assigning Mary to the authoring task, John to the editing task, and Thelma to the updating task), you must use custom roles in the Workflow.

    You can also display the user assignments, and assign or reassign users to roles by accessing each task individually in the Workflow and displaying the Task Properties window. To do this, perform the following steps.

    1. Double-click the task.
    2. Select the Role tab in the Task Properties window
    3. Assign or reassign the role using the drop-down list next to the Role field.
      Assign or reassign users to the role by selecting the user name and moving it to the appropriate (Available Users or Team Members) field.