Route Concepts: Users vs Roles

This entry is part 14 of 30 in the series Setup Guide - System Admin

When adding your routees for a predefined route, you need to consider whether each person will be listed by user name or by role. Roles (such as Project Manager or Accounting) are set up by the system administrator and refer to specific people within a project. For example, if:

the Project Manager on project CO-013 is John Doe,

the Project Manager on project GC-003 is Mary Smith,

the Project Assistants on project GC-003 are Steve Johnson and Mike Nicholson.

If you use roles as the routees in your predefined route, documents that matched the criteria in your predefined route would be routed as follows:

Documents routed to this role: In this project: Would be routed to this person:
Project Manager CO-013 John Doe
GC-003 Mary Smith
Project Assistant GC-003 Steve Johnson
Mike Nicholson

 

Roles at Source Contact

As indicated above, if you use a role such as Subcontractor in your routee list, all contacts with that role will be routed in the document. If your intention is to route the document to only those subcontractors whose company is the Source Contact of the document, you can indicate this on the Details for Selected Route section. For example, a Commitment document routed to Subcontractor would go to John Smith of Able Electric only when Able Electric is the company (Source Contract) on the Commitment. That same Commitment document would not be routed to other subcontractors (who are with other companies) on the project.

Who are Source Contacts? The Source Contact can be a vendor, customer, employee, or the person named in the To address (the person who will receive the document). How the Source Contact is used varies by Doc Type.

Document Type Source Contact
Bid To contact
CCO (Commitment Change Order) Vendor
Commitment Vendor
Correspondence To contact
Customer Customer
Employee Employee
Field Directive To contact
Pay Request Vendor
RFQ (Request for Quote) To contact
Safety To contact
Submittal To contact
Transmittal To contact
Vendor Vendor

 

Special Roles

In addition to the project-related roles, there are a few special roles that are not set up by the system administrator. These roles have meaning only within the context of the document.

Doc Attendees The role refers to all Attendees (ie, Contacts on an Attendee tab) on the document.
Doc Entered By This role refers to the creator of the particular document. If you want to route a document back to the person who created it, use Doc Entered By.
Doc From Addressee This role refers to the “From” Contact on the Addr tab of the document. If there is no From address or if the address uses a freeform entry, this role is ignored in the route.
Doc Responsible Contact This role refers to the contact identified on the Responsible field on a document.
Doc Source Contact This role refers to the Source Contact of the particular document.
Doc To Addressee This role refers to the “To” Contact on the Addr tab of the document. If there is no To address or if the address uses a freeform entry, the role is ignored in the route.

 

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