In Lesson 3 we explore how to create roles in Insite Creative Workflow.

1. Module 2: Creative Workflow and Asset Library
3
Lesson
Assign Roles and Responsibilities
How This Lesson Will Help You
This lesson assists you in determining the type of role to assign staff and
Tea
customers so they have appropriate access rights to Creative Workflow or Asset
Library. It also provides steps for creating the Full-Access Staff User who must
be created first through the Administrator interface.
Topics in This Lesson
After completing this lesson, you will be able to:
• Identify Default Roles and Responsibilities
• View Event Notification for Each Default Role
• Create a Full-Access User and Assign Roles
Identify Default Roles and Responsibilities
The rights for each role have been predefined in the Creative Workflow/Asset
Library standalone environment. The roles are divided into the follow types:
• System/Customer
• Project
• Library
To view the default rights assigned to each role
Double-click the Creative Workflow Administrator icon.
1.
2. On the Creative Workflow Administration page, click Role Manager.
3. On the Role Types page, click System/Customer, Project or Library.
4. Scroll through the list to look at the default roles and assigned rights.
Differences between the types of responsibilities for each role and how they
are applied at the system/customer, project, and library levels display.
Note: Click View user rights descriptions link to see an explanation of the different types of rights
for each role.
5. Click Done.
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2. Assign Roles and Responsibilities
Note: Click Edit to change the default entry names, add rights to existing roles, add new roles, or
remove existing roles.
Roles assigned to the site user at the System/Customer level in Creative
Workflow Administration are inherited by the Project and Library levels.
For example, if a Site Manager is assigned the administrator role at the System/
Customer level, the Site Manager will have an “Administrator-Default” role for all
Customer, Project, and Library roles under the customer account. You can,
however, override these roles at a project and library level.
View Event Notification for Each Default Role
The events that a user receives notification about are determined by the
notification settings associated with the role the user is assigned. These events
are tracked in a history database and users can be notified of specific events
either by individual e-mail as the events occur or in a summary digest format once
a day.
To view event notification for each default role
Double-click the Creative Workflow Administrator icon.
1.
2. On the Creative Workflow Administration page, click Role Manager.
3. On the Role Types page, click Project or Library.
4. Scroll to the right of each role.
Note that a Notification link appears at the very end of each row.
5. Click Notification.
The types of events which trigger either an e-mail or daily digest are selected.
Also note that a filter for some of the Project event types appears which gives
you an option of either receiving all notices or only those generated for the
user.
6. If no changes are wanted, click Cancel.
Note: The time of day when digests are delivered is set in Creative Workflow Administration under
Configuration > Notification.
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3. Module 2: Creative Workflow and Asset Library
Create a Full-Access User and Assign Roles
Each company may have a designated staff user overseeing one or multiple client
accounts. The staff user is typically engaged in these activities:
• Creating and managing accounts and company information.
• Assisting clients with the use of Creative Workflow.
• Participating in internal (Agency) and/or external client workflow
collaboration processes.
The Full-Access Staff user in this scenario is the Site Manager who also has the
responsibilities of project management and system administration. Therefore, the
Site Manager is given administrative access for all role types (System/Customer,
Project, and Library).
Activity: Create the full-access user and assign
roles
Double-click the Creative Workflow Administrator icon.
1.
2. On Creative Workflow Administration page, click Staff Users.
3. On the Staff Users page, click Add New User.
A dialog box appears warning that the account to be created will have access
to all projects and libraries.
4. Since this is our intent, click OK.
5. Complete the boxes using your name and be sure to select Administrator in
the drop down System Role, Project Role, and Library Role list.
6. Enter your e-mail address as the e-mail to be used for the staff user.
E-mail notification on customer account activities such as, file uploads and
tasks are sent to the corresponding staff user overseeing the customer
account.
7. Click Add User.
8. Make a note of the username and password created since these will be used
in future exercises.
Note: More than one staff user may be created with either full or limited rights for the system,
project, and library roles.
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4. Assign Roles and Responsibilities
Lesson Summary
After completing this lesson, you will be able to:
• Identify Default Roles and Responsibilities
• View Event Notification for Each Default Role
• Create a Full-Access User and Assign Roles
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