Compliance TAAFI Help

User-Role Relationships

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Users View

User Data Fields

User Permissions

Users represent actual people that will log into Compliance Taafi. Roles are individuals, workgroups, or job titles that will be associated with the other data objects. There is a "many-to-many" relationship between users and roles. This means that one or more users can be assigned to a single role, and one or more roles can be assigned to a single user. There are several ways to can utilize the user-role relationships.

Roles by Real Name

(one-to-one relationship)

In the simplest scenario, each role matches a user with a matching name.

The advantage of this system is that it is easy to implement and understand, and it is easy to see what real person is associated with a role. However there is a notable disadvantage. Suppose Bill Smith leaves the company. You will now have tasks and other data objects assigned to Bill Smith. You will have to reassign all of Bill Smith's data objects to another role. In a large company with many people coming and going, maintaining up-to-date role assignments will be time consuming.

Roles by Job Title

(one-to-many relationship)

In another scenario more suitable for medium sized organizations, each role represents a job title. Some job titles may not be filled, in which case there will not be a user associated with the roles. Some people in the organizations may take one two or more job titles, meaning that two or more roles are associated with that user.

In this scenario, Kyle Cooper is both the compliance manager and the operations manager. Kyle will have access to data objects associated with both of those roles. The technical supervisor position is unfilled. Tasks can be created and assigned to the technical supervisor, even though no person in the organization will be assigned to them. The advantage with this method is the ability to change role assignments when someone leaves the organization. Suppose Janie Jones leaves the organization. Adrian Miller could be assigned to the auditor role as well as the process engineer role until the auditor position is filled. Then the auditor role could be assigned to the new individual.

Roles by Work Group

(many-to-many relationship)

This scenario may be most suitable for organizations that used a cross-functional team-based organizational structure. Multiple users can be assigned in a single role, and multiple roles can be assigned to a single user.

In this scenario, multiple people in the organization are associated with single roles. When a task or other data object is assigned to that role, all users associated with that role are responsible for that task or data object. In this method it is easy to add or remove users from difference roles as they come and go in the organization, or as job duties change. The disadvantage of this system is that it may not be obvious looking at a role, which individual is responsible for that role.