How to add and remove Roles in Assignments?

It is possible to assign users to any work item in Targetprocess. You assign people per role of responsibility. Roles in Assignments enable you to associate users with particular functions. Say you assign Developers and QA Engineers to User Stories and Bugs, Product Managers to Features, and Support People to Requests.

The list of roles in Assignments can be customized per entity type and process. Here's how typical Roles settings for a process may look like:

And here are some examples of how Assignments sections look like for entities in this process:

User Stories
Features
Portfolio Epics
Requests

The list of roles in Assignments can be customized per entity type. This article describes how to add an existing role as an option and how to remove a role from the Assignments Area.

Assignments settings are part of Process settings

Work items always belong to Projects (Products). In its turn, a Project (Product) follow a Process always. A Process is set of rules and settings. To customize Assignments, you change Process settings.

How to find which Process you will need to modify?

There can be multiple Processes in your system so it is extremely important to know the exact process you should choose for modification.

1. Check Project name for your work item (for example, User Story, Bug, Request) in the Info panel.
2. Check Process name for your Project. It can be found in multiple places:
   • Project details view > Info panel > Process field
   • Settings > Process setup page > Processes list > Changes affect N Projects hints for each Process

If multiple Projects (Products) follow a single Process, then any changes of this Process will affect all these Projects (Products).

If there are many Processes in your system and you want to change Assignments settings for all the Processes, you should adjust the Processes one by one.

Add a Role to Assignments

Let's say, we would like to add the Designer role as an option to the User Story Assignments area.

• Open the list of available Processes. Navigate to Settings → Process setup link for that.

• In the left menu, select the Process you're going to modify. Click on its Name to expand its settings.

• Choose Roles menu item to set up Roles used in Assignments.

• If your role is not used in Assignments of entities in this Process yet, press + Add Role link to add Role to the Process. Select Role (such as "Designer") from the list.

• Expand the line for the Role and press + Assign entity type link. Select Entity Type (such as "User Story") from the list.

Success! As result, the Assignments area for User Stories has been updated.

Now you can assign Designers to your User Stories.

Remove a Role from Assignments

• Open the list of available Processes. Navigate to Settings → Process setup link for that.

• In the left menu, select the Process you're going to modify. Click on its Name to expand its settings.

• Choose Roles menu item to set up Roles used in Assignments.

• Expand the line for the Role and press Remove (trash bin) icon for required entity type (such as "User Story"). Confirm your selection.

Advanced Settings: Roles Responsible for Workflow States

It is possible to set a Role as Responsible for a state in entity's Process Workflow. Say you can set Developer role as responsible for "In Dev" state and QA Engineer role as responsible for "Testing" state. These settings affect some filtering and visualization rules:

• On dedicated views, work items can be shown for Responsible people only and hidden for others
• Avatars of Responsible people on cards are shown in full color, while avatars of others are darkened
• Names of Responsible people in Assignments controls are shown in bold color

Here's how you set a Role as Responsible for a Workflow state of an entity:

• Open the list of available Processes. Navigate to Settings → Process setup link for that.

• In the left menu, select the Process you're going to modify. Click on its Name to expand its settings.

• In Workflows section, choose a required entity type (such as "User Story").

• In the middle area of the page you see a list of all states of the workflow of your entity in this process. Find a required state and edit its settings.

• Add the required role as the Responsible Role for this state.

It is not possible to set a Role as Responsible for a final workflow state.

• Assigned and Responsible Users

Roles with Effort

It is possible to estimate Effort for an entity for a Role only when there is at least one state having the Role selected as Responsible role in the entity workflow.

• Control ability to estimate Effort for a Role

See Also

• Rename Role in Assignments