Creating and Managing Roles

Roles are used within an institution's Blueprints to assign specific tasks to users. When a Role is created at the Blueprint level all Groups within that Blueprint will have access to those Roles.

Roles could be organizationally structured or created based on your application's needs. Common examples of Organizational Roles could include dean, department chair, curriculum committee, etc. Examples of Application Roles could include Administrator, User, etc.

Often when we think of the word "role" we think in terms of a one-to-one relationship. For example, there is one dean in the College of Humanities. While Kuali recognizes these individuals and their specific functions, we also take a more expansive view of the term "role." We recognize that several people could have the same Role. For example, multiple faculty members may participate on the Curriculum Committee, so they may all be assigned the Role of "Curriculum Committee Member."  

It is important to understand that Kuali incorporates both types of Roles described above. Roles can be assigned tasks such as approving a proposal in Workflow. They can also be selected using certain gadgets within the Form Builder. 

When configuring Permissions and when building your Forms and Workflows you will want to understand if the Role you select is specifying one individual or if it is referring to several people. Different settings are available with each scenario.

• Using Roles
  • Creating a Role
  • Editing a Role
  • Deleting a Role
  • Assigning People to a Role

Using Roles

Creating a Role

• Click on the Suite Menu icon (), and then navigate to People & Groups.
• Select either the  Groups or Blueprints tab, depending on the level you'd like to create these roles within.
• Click on the name of a Group or Blueprint.
• Click on the Roles tab.
• Under the Global Roles or Group Roles sections, click Add Role.

(Group Roles)

(Blueprint Roles)

• For each Role being added, provide a Name.
  • It is also recommended to add a description to help identify the use case for each Role that is added.

• Click Save.

Editing a Role

• Click on the name of the Blueprint where the Role is found.
• Click on the Roles tab.
• Click on the Edit icon () in the role you wish to change where
• Click Save Role. 
  
  

Deleting a Role

• Click on the name of the Blueprint where the Role is found.
• Click on the Roles tab.
• Click on the Delete icon () in the role you wish to remove.
• Click Save Role. 

Note: Deleting a role is permanent and cannot be undone.

Assigning People to a Role

Once a Role has been created at the Blueprint level, you can assign specific people to that Role by navigating to a Group.

• Select the Group that contains the Role you need to assign.
• Click on the Roles tab.
• Click on View All People under the Role you wish to add users to. 
• Click Add Person to search for a user to add to the Role.