Global Roles and Predefined Routes

Question:

We have a user with a global role of Accounting. Sometimes this person is not included on a document route even though the predefined route includes the role of  Accounting. Why is this user not included?

Answer:

When sfPMS evaluates a role-based predefined route, it looks for people who have that role on the project. If any persons with that role are found, then only those people are added to the route. If no person with that role is found on the project, then all contacts who have that role on a global (non-project-specific) level are added to the route.

For Example:

Let’s say that both Jay Adams and Wilma Flint have the global Accounting role.

But only Wilma is on the Team Contacts for a particular project.

When the following predefined route creates the routing for a document on that project, only Wilma will be added to the route. Yet, if Wilma had not been on the team, then both Jay Adams and Wilma Flint would have been added to the document route, since they both have the global Accounting role.

Notes:

  • Global roles can be made project-specific if certain people should never be on document routes. See Demoting and Promoting Roles.
  • People with global roles can be added to project team contacts, if such people should always be on project routes.