Roles

A role says what a person can do in Workflow. Each role is held in a department, or across the whole company. The screens use these names, for example beside a person on a task.

What each role can see and do, in detail: Who can see and do what.

A company administrator gives roles in a department. A department manager can add a person to one project only, as a contributor on that project.

A job role says which job a person does in a department, by the names the ProperTax process uses for who does each task: for example Analyst, Data entry, Production manager or Closing team. A person can hold several job roles in one department. What a person can see still comes from the role above, with one addition: a person who holds Transaction coordinator in any department also has Engagements I coordinate on the Tracker. A job role lets its holder help on the role's tasks that someone else is on: check off, answer, ask for and record what they wait for, and confirm a closing date. It gives no approval, and no right to skip, remove or assign.

On an engagement's Roadmap, a job role also gives its holder the engagement's acts: a Transaction coordinator ticks the lines a person confirms, and each hand-off is sent by a holder of its sending team's job role and accepted by a holder of the receiving team's. These acts come from holding the job role in the department of the task they hang on, never from being named on the engagement. They open no read: what a hand-off passes shows to the people who can open its work. See Tick a Roadmap line and accept a hand-off.

On Workflow roles, a person's job roles in a department show under their role there, or that none is recorded yet. A person who can give roles changes them with Edit job roles: a box for each job role, then Save job roles. A role across the whole company has no job roles under it, so give the person a role in the department first.

Job roles also decide who gets each task when work starts: a task goes to the person who holds its job role. A task the client does belongs to the job role that records it, such as data entry for the initial documents. See Who gets each task. A person who has left, or whose role in the department was removed, gets no task by their job role.

Two job roles share the client's side of an engagement. Intake has the client up to the estimate, and sends it. From the estimate on, the Transaction coordinator has the client: the second call, the MEA check, the timeline call, converting the property, delivering the report and marking a property Dead. While nobody holds a job role, its tasks wait with nobody on them until a manager assigns them.

Each engagement names its coordinator under Coordinator on its Overview. When the estimate is sent and one person holds Transaction coordinator in the department, WarpCore names that person; when several hold it, a person picks one. See Name an engagement's coordinator.

An approval says who gives one of RealAdvice's own final approvals: Legal, Accounting or Executive. A person holds it across the whole company, apart from their role and their job roles, so a person can do all of a department's work without giving its approval. A person who gives an approval may approve their own work; each act is recorded under their name. Final approval follows this grant only: managing a project does not allow it, and neither does a staff flag.

On Workflow roles, a person's approvals show under their name, for example Approvals: Legal, Executive. A company administrator changes them with Edit approvals: a box for each approval, then Save approvals. Each approval given or removed is kept on the record, with who did it and when. A department manager sees the approvals and cannot change them.

Legal is a professional approval: it rests on the license to practice law, so it can be given only to a person whose bar admission is marked, Bar admission on the Staff List. A JD, marked JD, is the legal education and is not enough on its own. Without the bar admission, the Legal box cannot be ticked and says Needs bar admission. If the mark is removed later, the Legal approval stays on the record and the line says what it needs: Legal (needs bar admission). Accounting and Executive are business approvals and need no credential. Any executive, meaning the CEO or an Executive on the Staff List, may give an Accounting or an Executive approval with no grant. The approval emails go to the people given that approval who can open the work, and executives are not added to them. If none of them can open the work, the managers of the project are told that a workflow administrator gives the approval on Workflow roles.

An executive reads all work in every department, with no role stored. It is read only: an executive changes nothing through it, and it gives no override and no Legal approval. It also opens Department health, Growth and Reassessment vs RPV.

A person who gives an approval but holds no role shown on the page is named in a notice when the page opens. Give them a role to see and change their approvals there.