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Question

Team Administrator Roles

Forms Business Processes
Updated October 18, 2018
asked on October 17, 2018 • Show version history

My intent is for the process to stop sending emails to Team Administrators.

I created a new role called ‘Admin’. I added the ‘Admin’ role to the Team Administrators.

Added the following filter to the $result=team.excludeRoles( 'Admin'); to the user task.

This stopped sending emails to the Team Administrators and the emails were send only to Team members.

But I noticed that if I remove the ‘Admin’ role from Team Administrators, it still did not send any emails to the Team Administrators as long as the above filter is there in the user task.

Is it an expected behavior?

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SELECTED ANSWER
replied on October 18, 2018

Team Administrator is what it's being shown as, but under the hood the software recognizes "Admin" as that Team Administrator security role. Your JS is excluding all members with the role of Admin, whether it's the security role or a created role named "Admin". 

It sounds like you have your desired effect though, right? If you are looking for something else, pick a different name for the role, assign the users to that role you'd like to exclude from the emails, and use that new role in your JS. 

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Replies

replied on October 18, 2018

 Let me clarify a little bit more:

There are two Team Administrators (Security Role) TA1 & TA2. And two Team members (Security Role) TM1 & TM2. These 4 users belong to the 'ITGroup' team.

I wanted the emails to go only to the Team Members.

I created an 'Admin' role. 

I added a filter $result=team.excludeRoles( 'Admin'); to the User task in the process.

I was thinking I needed to assign the 'Admin' role to the  Team Administrators TA1 & TA2 to stop emails being send to the Team Administrators.

But what I found was as long as I have the filter in the user task, I do not have to add the Admin role to the Team Administrators. It will only send emails to the Team members (Security Role) TM1 & TM2.

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replied on October 18, 2018

Ah, yes that will work. Admin is the name of the security role so your JS is excluding the security role of admin. If you created a normal role called Admin and gave that to some of the TMs, it would exclude all TAs and the given TMs. 

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replied on October 17, 2018 • Show version history

Team administrators and team members are different lists. If you assign a task to a team, only the members should get emailed and have the task available to them, administrators should not (unless they are added as team members also). This supports scenarios where there is a devoted person to manage teams who isn't actually a part of the team to perform team work. 

In your example, it sounds like you have a team where a select group of users have the Admin role that you defined. Do these users have a security role of Team Admin as well? Or Team Admin and Team Member? 

If you use a team filter as you've described, the task will assigned to all Team Members who don't have the Admin role that you set up. The Team Admin security role plays no part in that. 

One thing to note, you shouldn't be able to put a role into the Security roles input. It might be that you also have a user called Admin. So you are setting Admin (the user) as the Team Admin, and then you have your Admin (role) given to specific Team members. You are excluding users with the Admin (role) from being emailed about the team task. 

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replied on October 18, 2018

Team Administrator is my Security role.

And I do not have any users added to the Admin Role.

Even with this setting, once I have the filter in the User task, it stops sending emails to Team Administrators.

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SELECTED ANSWER
replied on October 18, 2018

Team Administrator is what it's being shown as, but under the hood the software recognizes "Admin" as that Team Administrator security role. Your JS is excluding all members with the role of Admin, whether it's the security role or a created role named "Admin". 

It sounds like you have your desired effect though, right? If you are looking for something else, pick a different name for the role, assign the users to that role you'd like to exclude from the emails, and use that new role in your JS. 

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replied on October 18, 2018

I didn't know the software recognizes "Admin" as the Team Administrator security role. Yes, it is having the desired effect.

Thank you!

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