Roles

Approval Roles allow you to group users together so they can be assigned as approvers in Approval Workflows. For example, you might create a "Quality Head" role and assign the relevant users to it, then use that role in workflows that require quality sign-off.

Overview

Roles are the building blocks of the approval system. Before creating any approval workflow, you need to define the roles that will participate in the approval process.

A role consists of:

• Name — A descriptive name (e.g., "Quality Head", "Production Manager", "Regulatory Affairs")
• Description — An optional description of the role's purpose
• Assigned Users — One or more users who belong to this role

Viewing All Roles

1. Navigate to QMS → Roles from the sidebar
2. You will see a table listing all existing approval roles with:
   • Role Name
   • Description
   • Number of Users assigned to the role
   • Actions (Edit, Delete, Manage Users)

Creating a New Role

1. Navigate to QMS → Roles
2. Click the Create Role button in the top-right corner
3. Fill in the role details:
   • Name (required) — Enter a name for the role (e.g., "Quality Assurance Manager")
   • Description — Optionally describe the purpose of this role
   • Users — Select the users to assign to this role from the dropdown
4. Click Save or Submit to create the role

Tip: You can assign multiple users to the same role. When this role is used in an approval workflow, any of the assigned users can act as approvers.

Editing a Role

1. Navigate to QMS → Roles
2. Find the role you want to edit in the table
3. Click the Edit button (pencil icon) in the Actions column
4. Modify the role name, description, or assigned users
5. Click Save to update the role

Managing Users in a Role

You can add or remove users from a role at any time:

1. Navigate to QMS → Roles
2. Find the role and click the Manage Users button (people icon)
3. In the modal that appears:
   • Add Users — Select users from the dropdown to add them to the role
   • Remove Users — Click the remove button next to a user to remove them from the role
4. Changes are saved automatically

Deleting a Role

1. Navigate to QMS → Roles
2. Find the role you want to delete
3. Click the Delete button (trash icon) in the Actions column
4. Confirm the deletion in the popup

Warning: Deleting a role that is currently used in active approval workflows may affect those workflows. Make sure no workflows depend on the role before deleting it.

Best Practices

• Create roles that match your organizational structure — For example: Quality Head, Production Manager, Regulatory Head, Managing Director
• Assign at least two users to critical roles — This ensures approvals are not blocked if one user is unavailable
• Use descriptive names — Role names appear in approval workflows, so clear naming helps everyone understand who is responsible
• Review roles periodically — When team members change, update role assignments to keep workflows running smoothly

Next Steps

Once you have created your roles, you can use them to build Approval Workflows.