Role Assignments

This article was developed to describe the features of Role Assignments within the CRM.

It is organized into the following sections:

• Overview
• Making a Role Assignable
• Enrollment Settings
• Setting Triggers for the Assigned Role
• Lists
• Template Tags

Overview

Role Assignment or Secondary Assignment can be used to assign additional users to a file based on their user role. This will allow you to not only have the "Assigned To" rep on the file, but also a secondary user based on their role. The secondary assignments can then be used as part of other functions within the CRM like triggers (Emails, Tasks, and Webhooks), list filters, and tags that will populate the secondarily assigned user of a file on email or document templates.

This article is organized into the following sections:

• Making a Role Assignable
• Enrollment Settings
• Setting Triggers for the Assigned Role
• Lists
• Template Tags

Making a Role Assignable

To enable a role as assignable, go to the role permissions found by going to the Admin tab, and clicking on "Roles" in the Navigation Bar.

Now, check the box labeled "Assignable" (see image below). For more information regarding editing user roles please visit our article here.

Once you have made the role "assignable," you can assign the user by role with the "Change Secondary Assignment" link in the Client Snapshot of the Client Dashboard of a contact.

Once you have opened the "Change Secondary Assignments" layover, you will find options to assign users by role and also to assign companies by type. You can then highlight the users you wish to assign to the file. Once you have selected, click the "Update Assignments" button at the bottom of the layover window to save the assignments.

You will then find the users and companies assigned, labeled by their role/type on the Client Snapshot.

Enrollment Settings

If as part of your process a user or company needs to be assigned by their Role/Type, you can have the system prompt users to secondarily assign the user/company from the Enrollment Settings before the relevant enrollment step.  Begin by going to the Enrollments tab, clicking "Settings" found in the Navigation Bar, and scrolling down to "Role Assignment Settings". In the example below, we require a user to be assigned as a "Processor" before submission.

Once the setting is saved, after clicking "Submit" from the enrollment details page the submitting user will be prompted to assign a user with the role before it will continue submitting the contact.

Setting Triggers for the Assigned Role

You can also set up triggers to be assigned to the Assigned Role. In the image below, we are setting an email trigger to be sent to the assigned "Processor" on the Submission of the client for Enrollment. In the "To" dropdown menu, select "Assigned Role" and a secondary dropdown menu will then appear to select the role. The same basic steps also apply to setting up Task Triggers and Webhook Triggers.

Lists

You may filter lists by an Assigned Role. You will find them in the "Filters" dropdown menu towards the bottom of the menu options. The filter will be labeled as "Role - ***Role Label***". In the example below, we are filtering by the Assigned Processor, "Processor One". This example list will populate leads where "Processor One" is assigned by the role "Processor."


Available Fields to Show
You will also find the Assignable Roles available to be displayed as data columns. Simply drag them from the "Available Fields to Show" group down to the "Show Fields on List" group.

For more information on building lists, please visit our "Contact List Builder" article here.

Template Tags

Template Tags are also available to populate information about the user assigned by role. Below, we display the name of the assigned processor on a document template. The format for the tag is {ROLE_***Role Label in All Capital Characters***} so, in our example, to populate the assigned "Processor" we would use the tag {ROLE_PROCESSOR}. We are also populating the Processor's phone number.

When generated the assigned Processor's information will then be populated on the PDF.

You can use the following tags to populate information about the assigned roles.

{ROLE_***ROLE LABEL***} - Full name of the user.
{ROLE_***ROLE LABEL***_PHONE} - The user's phone number is saved under their My Settings.
{ROLE_***ROLE LABEL***FAX} - The user's fax number is saved under their My Settings.
{ROLE_***ROLE LABEL***_EMAIL} - The user's email address is saved under the user's profile on the Admin tab.

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