How to create and manage roles in Holocentric Connect
Holocentric Connect administrators can create and assign new staff roles. A staff role can be a job title (e.g. human resources manager) or a broad indicator of responsibilities (e.g. office worker). Roles added to the web app can be:
- attached to specific policies, processes and documents
- assigned to specific staff members that have an account on the web app.
This article includes the following topics:
- Create new roles
- Edit role
- Approve and publish role
| 1. Create new roles |
1.1 Go to the People tab and access the Roles subtab.
1.2 Click Add New Role.
1.3 A release management workflow appears. Click OK to start adding a role.
1.4 Enter information about the role and click Save when done.
Field | Description |
Role name | The name of the role. |
Description | Description of role and responsibilities. |
Role type | The type of role. |
| Other roles | Other existing roles that the role will play. |
| Relevant material (for customers with attestation only) | Content items (e.g. policies) that are relevant to the role. |
| Keywords for 'Search' | Keywords that, when searched in Holocentric Connect, will make the item come up in search results. |
| Remove from view | Tick the box to hide the item. This will make the item only visible to users with Administrator permissions. Hidden items will:
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| 2. Edit role |
2.1 Go to the People tab and access the Roles subtab.
2.2 Click on the role you wish to edit and click Open .
2.3 Click Start Editing, a release management workflow will appear. If the role is already marked 'Awaiting Approval' or 'Ready to Publish', open the role and revert to a draft so you can edit it.
2.4 Click OK. This will mark the role as ‘Draft’.
2.5 Click Edit
2.6 Make the necessary changes using the edit interface and click Save to commit the changes.
3. Approve and publish role |
3.1 Open the draft role. Click Finish All Editing.
3.2 A release management workflow appears. Write a summary of what was added and click Finish All Editing. The new role is now ready to be approved.
3.3 If you agree with all the changes, approve the new role by clicking Approval. You will have the option to either approve the role or revert it to a draft (if you need to continue editing).
3.4 Click Approve and a release management workflow will appear. You can edit the summary of what was changed. You also have the option to select who approved the item, the date on which it was approved as well as the next review date. Click Approve to confirm changes. The role will now be marked ‘Ready to Publish’.
TIP | |
| If the new role is part of a larger release (i.e. a release with multiple content updates), leave it marked ‘Ready to Publish’. When you are ready, you can publish it at the same time as your other content updates by accessing the Home tab and clicking Manage Changes. |
3.5 Click Publishing to officially publish latest version of that role. You also have the option to revert the role to a draft. Click Publish immediately to proceed with publication.
3.6 When you confirm publication, a release management workflow will appear. You have the option to edit the summary of what was changed. Click Continue to publish the new role.
3.7 The Release label and notes window appears. Write official release notes about the new role. You can edit the release notes later if required.
Field | Description |
Label this release | The official name of this release. |
Release notes | Details about what updates you have made. |
Post a news item about this when the items are published | If selected, you can post a news item on the Home tab to notify users about your content changes. |
News item title | Title of the news item that will appear in the Home tab. |
News message | The message that will appear under the news item title. |
Include link in release summary | If selected, this option will allow you to include a link to the release notes for the item. |
Email all users when this News Item is published | If selected, all web app users in your organisation (provided they have activated their account) will receive an email notification about the release at 5:30 am AEDT/AEST the following day. |
3.8 Click Publish to officially include the new role in the system. You will receive confirmation when the item is published.
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