How to Assign a Custom Role to a Workflow

This article is a guide to assigning a custom role to a workflow in FastDraft.

This guide contains the following:

• Why You Might Want to Assign a Custom Role to a Workflow 
• How to Assign a Custom Role to a Workflow
• Other Questions?

Related articles:

• Understanding roles and permissions in FastDraft

Why You Might Want to Assign a Custom Role to a Workflow

By default, workflows are set up in FastDraft with a single party role in mind. This is normally sign posted in the name of the workflow. So for example in the Project Manager’s Early Warning Workflow (NEC ECC) the party role is by default set to the Project Manager. 

However, on some projects, you may require some users to specifically work only on one or two specific workflows.  In this article we will show you how to do this.  

Each contract user is assigned a Party and Role via the Contract Users page. The Party determines who the contract user is working for eg Client, Contractor, etc.  The Role reflects the user's authority to act on behalf of the Party they are assigned to under the contract. However, these permissions can be tailored to specific requirements within each contract template. The default permissions are Manager, Support, Read Only.  The custom roles are Cost Manager and Site Agent.

Warning: The permissions assigned to each Party and Role can be amended for each process within each contract template. Furthermore, the contract template editor allows the permissions of a Party and/or Role to be adjusted at any time, in which case the permissions of the users previously assigned to each Party/Role will be dynamically updated. We recommend that administrators have a good understanding of contract law and construction contracts and also a good understanding of the organisation constraints and policies to avoid allowing user to do things that their employer might not allow. Correcting errors made in contracts incorrectly configured is very complicated. We recommend policies are in place to help manage this risk. 

How to Assign a Custom Role to a Workflow 

In this example we will use the RFI/TQ workflow.  We are going to add the site agent role to this workflow so that users assigned with this role can create or respond to RFI/TQ's. Their party will determine what action they can perform.  

• Select the contract via My Contracts
• Select the relevant workflow via Contract template>>Workflows>>RFI / TQ >>>Workflows>>>Supplier RFI / TQ
• Open the Main Notice User Filter by clicking on the down arrow

• Make the following changes so that it look like the below 

• Click on the Update Workflow button.   You don't have to do this at this point but this will ensure your changes are saved, 
• Click back into the Supplier RFI/TQ workflow and open the Reply Notice User Filter by clicking on the down arrow

• Make the following changes so that it look like the below 

• Again Click on the Update Workflow button.
• Then the  Update Workflow Group button 
• Then the blue Update button. NB: Not selecting this button will mean your previous changes are lost. 
• These updates have now amended the contract so that;
  • RFI/TQs' can be created by any users who have the Party type of Contractor and the role of the Manager, Support or Site Agent.  
  • RFI/TQs' can be communicated by contract users who have the Party type of Contractor and the role of the Manager or Site Agent.  
  • RFI/TQs'  replies can be created by contract users who have the Party type of PM and the role of the Manager, Cost Manager or Site Agent.  
  • RFI/TQs'  replies can be communicated by contract users who have the Party type of PM and the role of the Manager or Site Agent. 
• In the example above we navigated to an individual contract from the My Contracts page, so the changes made in the example above only apply to a single contract. If you need to create multiple contracts which are all configured the same way, then it may be easier to change the Master Template rather than each contract individually. The steps to do this are the same as outlined above, but any new contracts created after the Master Template has been updated will be based on the new configuration.

Other Questions?

If you have other combination you require, please get in touch with our support team and they can discuss how best to achieve this. You can do this by emailing support@builtintelligence.com and raising a ticket with us.