Management of roles in Q.wiki

Modified on Mon, 13 Jul at 4:01 PM

Video Introduction

In addition to this written documentation, the following video shows you the complete role management including content migration in detail:

Basic Function

In each process description, you enter a role from your organization in the “Responsible” column. You can define these roles -such as Sales Manager or Production Employee - centrally in Q.wiki and then use them locally when modeling processes.

Role Dashboard

You can access the Role Dashboard via the left navigation bar. Here, you’ll find an overview of the available levels and corresponding roles.

Filter Roles

In the upper section, you can narrow down your results using a search and additional filters:

Active Only – only active roles are displayed here

Archived Only – only archived roles are displayed here

All – all roles are displayed here

You also have the option to filter by individual levels or across all levels.

Role Overview

Once you've selected a role, you'll see additional information about it on the right-hand side. For example, the master data, the role holders, and the description. You'll also find the role's most recent activities and access to the role history at the bottom.

Create a New Role

To create a new role, click “+ Add Role” at the top. When adding a role, you can immediately select the level and location.

The default value is “Cross-unit.” and "overall".

You define the role using the various fields. In the “Level” field, you can specify a hierarchical classification within your organization. We recommend assigning roles according to their hierarchical level and defining staff positions as cross-functional.

Role Links

Linking Content to Roles

Roles can be linked directly on the respective Q.wiki pages (see the “Role Widget” section). The links are then displayed in the role overview.

Assign Roles to Users and View Content

In the user profiles, you can see which roles each user holds. Use the two buttons next to the role name to view the role details and the assigned content.

Within the role itself, you can use the pencil icon to add role owners and role deputies.

Role Widget

The wiki page editor includes a role widget. In edit mode, you can select the appropriate role directly from a list.

Select the appropriate location in the first drop-down menu and the appropriate role in the second:

Clicking on a role will display a pop-up with more information about the role and a direct link to the role details in the dashboard.

Clicking on the user icon will open additional user information.

Permissions Management

Important: You need Key User permissions to create and edit roles.

If you need to restrict editing, you can do this through user management using the RoleManagementGroup group. As long as no users have been added to this group, everyone can create and edit roles.

Role Management in Practice

Are you interested in role management beyond its technical implementation in Q.wiki? Our consulting team has put together interesting content on this topic, which you can find in the Modell Aachen Insights: