Manage who does what on which works, by applying roles.

Go to People > Roles ⤴. This page displays named roles, using names unique to your organisation. It also shows the users and/or contacts (people or organisations) who are responsible for fulfilling those roles.

To add a new role from this page, click Add role, and complete the form. Each role must have a name, and it must be unique: update a role’s name at any time and the results will appear throughout the system. (Alternatively, add roles in situ on a work’s roles page, as detailed below.)

Click the Edit link on each row to view works where the role is fulfilled, and not fulfilled: it is useful to check that all works have been allocated role-specific caretakers.

To remove a role that is no longer needed, click the Edit link and choose Delete. Roles which have a fulfiller cannot be deleted, however.

To say which contact or user is fulfilling a role, go to Work > Roles.

Finding works where a role is fulfilled

Go to Bibliographic > Works ⤴. Use the advanced search to find works where a role is fulfilled.

Find works where a role is not fulfilled

Go to Bibliographic > Works ⤴. Use the advanced search to find works where a role is not fulfilled by using the field labelled as such.

Finding products where a role is fulfilled

Go to Bibliographic > Products ⤴. Use the advanced search to find products where a role is fulfilled.

Find products where a role is not fulfilled

Go to Bibliographic > Products ⤴. Use the advanced search to find products where a role is not fulfilled by using the field labelled as such.

Managing roles at the work level

Go to Work > Roles to view and add any fulfilled roles. Possible role names might be as follows: it is up to you.

• Art Director

• Project Manager

• Commissioning editor

• Publishing partner

Roles can be fulfilled with a single user, multiple users, a single contact or multiple contacts. The fields allow you to add new roles and contacts (as either people, or organisations) if they don’t yet exist. Type to add these new records and the option to create will be presented to you.

To remove a user so they are no longer fulfilling a role, go to Work > Roles and choose Remove. You’ll see a message notifying you that the role is no longer fulfilled by that person.