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Create Roles

This is where you define your organization’s structure and hierarchy. Roles could depict the actual designations of your users or be a simplified version of the same that clusters users expected to have similar responsibilities and access rights on Wooqer, into common roles. Roles is a way of grouping users for quick and easy assignments and report sharing on Wooqer. 

You can assign work apps to multiple people in a role with one click. eg: Assign app to “Branch Managers”, Share reports with all “Regional Heads”. If a few Branch Managers carry the designation ‘Manager’ and others ‘Assistant Manager’, you may want to consider clubbing them all as Branch Manager.

A. Click on “Manage PI” >> “Roles”

 

B. Create Roles

Create manually one by one

Start by creating the junior most roles and make your way up to the top

B.1 : Click on "Add New"

 

B.2 : Enter the Role information

 

Guidelines for entering  the role information

Field NameDescriptionMandatory
Role Name

Go for generic role names instead of exact titles/ designations for easy of assignments. Example: “Sales team” as a role would make assignments to all in Sales team easier than if you have multiple roles such as “Assistant Manager – Sales”, “Associate Manager  – Sales”, “Manager – Sales” etc.

Yes
Role Code

A 2-3 character alphanumeric code for the role. When creating users, you would be mapping users to their respective role using this Store code. Go for easy to remember and use codes. Example: Store Manager could be SM, Area Sales Manager could be ASM.

Yes
Function

You can pick from one of the functions available out of box or create your own. Each role is mapped to one function only.

Yes
Job Description

This could be a common place where you can store all the JDs for the respective roles and access any time needed. JDs can be documents as well as videos.

No
Role Impacts

Your repository of all stakeholders impacted by the role.

No
Works Closely With

Define the roles reporting into this role. (This is why we started creating roles bottoms up) Content viewing, editing, report access and Handovers on the Producer interface are all controlled by this role hierarchy. Example: If “HR Head” is responsible for “Learning Head” who in turn is responsible for “Learning Manager”, all content, surveys and processes created by the Learning Manager can be viewed, edited with reports for such content, surveys and processes being accessible by default to the “Learning Head” and “HR Head”. Also, the “HR Head” and Learning Head” can handover any Module or process owned by the “Learning Manager” to self or another team member or handover content from self and other team members to the “Learning Manager”.

Document your understanding of all roles that this role works closely with

 

No
KeywordsUse keywords to make it easy to search for roles. Can be useful when you are clubbing multiple business titles into a common role on Wooqer.No

B.3 : Save the new role

Create additional roles and once done, go to Step 2 and start creating the stores / locations / units. Both need to be created before users can be created.

Create Roles in Bulk with an Excel upload

B.1 :  Download sample excel file

Click here to download or click on the Bulk upload icon on the Roles tab as shown below

B.2 : Download Function IDs

Click here to download standard functions / IDs click on the "Linked Data" download icon on the screen. In case any additional functions are needed, you will need to manually create at least one role from that function and then download the Linked data file with that Function's ID included. Keep the excel sheet for reference.

B.3 : Guidelines for updating the Excel file

Open the 'Sample_Roles' excel sheet and fill in the details for the Roles.

FieldExplanationMandatory / Non MandatoryMaximum

Length

(characters)

Default Value (if applicable)Example
nameRole NameMandatory40 Lead Designer
functionIdSearch for the function id from the reference sheet 'Default_Functions' Column BMandatory12 78
roleCodeShort form for Role NameNon Mandatory10 DES01

Save the excel sheet once you have completed the entries. Click on “Choose file” to select the file you have saved.  Click on open and then press submit. 

B.4 : It may take up to two hours for the upload to get processed. You can come back and check progress  by clicking on the last icon under the Roles tab. The upload report will display the number of records which were successfully uploaded. While the roles get created, go ahead to create the stores. 

Related topics

Setup   | Create Units  | Create Users

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