Workflow Responsibilities

When a document routes through a particular route level, the KEW evaluates it against the responsibilities that reference this document type and route level. A responsibility acts like a trigger: If the document meets its criteria, the system sends an action request to a particular user or group of users.

Responsibilities are associated with roles in KIM. Roles have members or assignees who are represented in the system as persons, groups, or other roles. Users assigned to a role inherit the role's responsibilities, meaning that they receive action requests from Workflow when specified conditions are met.

To view responsibilities, select the Responsibility option from the System submenu on the administration menu.

Each responsibility includes several attributes (that is, values and details) that determine when it is triggered.

Responsibilities lookup results definitions:

Title

Description

Template Namespace Code

Display-only. The namespace for the responsibility template. Usually, the namespace identifies the application and module the applicable responsibility template pertains to. Because responsibilities pertain to workflow, most responsibility templates are associated with the KR-WKFLW (Kuali Rice-Workflow) namespace.

Template Name

Display-only. The name of the template on which the responsibility is based. The template defines, in a broad sense, what the responsibilities based on it do. Since responsibilities usually generate action requests for user review, most responsibilities have a Template Name of 'Review’.

Responsibility Namespace

Display-only. The namespace with which the responsibility is associated. This namespace usually corresponds to the namespace of the document type for which the responsibility generates action requests.

Responsibility Name

Display-only. The name of this responsibility. In most cases, the responsibility name will be the same as the associated template name (Review).

Like permission names, responsibility names are not unique. Thus most KFS responsibilities have a Responsibility Name of 'Review’.

Responsibility Detail Values

Display-only. Additional detail that identifies the document this responsibility generates action requests for, when the requests are generated and how Workflow handles them.

Route Node Name: The point in a document's workflow routing at which this responsibility generates requests.

Document Type Name: The name of the document type this responsibility will generate action requests for.

Action Details At Role Member Level: A 'True' or 'False' indicator that indicates where the details of this workflow action request are defined. If the value is 'True,' action details are collected when members are assigned to the role. If the value is 'False,' the action details are collected when this responsibility is assigned to a role.

Required: A 'True' or 'False' value that indicates whether this responsibility is required to generate an action request or send the document into exception status ('True') or is an optional responsibility and can be bypassed if no action requests are generated ('False').

While responsibilities are created and maintained centrally, users may supply qualifying values when assigning users to a role associated with these responsibilities. These qualifying values generally identify specific circumstances under which the responsibility is invoked. For example, if a departmental user adds a user to a role with a responsibility that refers to an organization hierarchy route node, the departmental user supplies the appropriate chart and organization code. Subsequently, only documents that contain this chart and organization code route to the specified user.

Note: For more information about roles and responsibilities, see KIM Permissions, Responsibilities, and Roles.

More:

Route Log

Action List

Workflow Action Buttons

Blanket Approving a Document

Disapproving a Document

Acknowledging a Document

FYI

Correcting Errors after Approval

Workflow Preferences

Action List Filter

Clearing the Action List Filter

Advanced Document Searches

Superuser Functions