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Bulk Update Workflow Role Assignees on a Project

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Objective

To update the  users assigned to roles within a workflow on a project.

Background

When a person involved in numerous workflows needs to be replaced, manually updating each workflow can be time-consuming and prone to errors. This feature allows workflow managers and admins to perform bulk updates, changing role assignments across all active workflows simultaneously. This not only saves significant time but also reduces the potential for mistakes, enhancing overall workflow management efficiency.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions to the project tool being configured. 
      Note: Bulk updating workflow role assignees is currently only available in the Document Management tool.

Steps

  1. Navigate to the tool where the workflow is being configured.
  2. Click the Configure Settings icons-settings-gear.png icon.
  3. Click Workflows in the side panel.
  4. Click the link in the Roles column for the workflow template you are changing.
    workflows-config-table-roles-column.png
  5. Under Updates select how you would like the changes added to the project:
    • Workflow template and workflows in progress. Updates will be made to the workflow template AND on any active in-progress workflows on the project.
    • Only in the workflow template. Updates will only be applied to the workflow template and will be reflected on any new workflows moving forward. Active in-progress workflows will keep their previous role assignments.
  6. Under Assignee Roles make any desired changes to the following fields:
    • Workflow Manager. The individual user who will be acting as the workflow manager for items using this workflow.
    • Role Assignments. Update the list of users as needed for each role assigned to the workflow.
      workflow-roles-edit-side-panel.png
  7. Click Save when you are finished to apply the updates.