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Manage Project Roles

Quick Links


To access project roles, go to Setup > Case Management > Projects and click the Project Roles tab.

Workflow enables you to define project roles which are generally the key team of users responsible for a project. These roles can then be used in Assignment Rules and Notifications to assign and route cases. Project roles are shared among all projects, and each project can have a different user assigned to a role.

Note: Each role can only be assigned to one user. 

When you open Projects from the main menu, Workflow displays a list of existing projects roles on the Projects Roles tab. 

Workflow enables you to require that a project role is assigned to all projects. To make a project role required, you must first create and save the project role. Then you can edit the new role, or another existing role, and select the option: The role must be selected in all projects 


Click the Edit button to edit the department properties and select the Actions icon  to execute the following Actions:

  • Translate: Displays the default translation value and a list of dictionaries it which the term is translated. To add or change a translation value, select a dictionary from the Translate To list, and enter a new value in the Translation Value field. For more information about specifying values, see Translations. 
  • Download Data: Export data for backup or to import into another tenant. A Workflow Backup file (WFB) downloads with your project. You can then import the file into another tenant using the Migration Manager
  • Show Where Used: Displays in which Actions and Workflows this role exists.
  • Delete: Delete the object. You cannot delete objects that are used in default settings, or objects that are in use.  

Create New Project Role

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To create a new project role:

  1. Go to Setup > Case Management > Projects and click the Project Roles tab.

  2. Click the Add New button.

  3. Complete the form fields:

    • Name: Enter a name.

    • System ID: A unique identifier, automatically generated when you name an object. You can use this identifier to reference an object in scripts, templates, tags, and through the API. You can change the System ID by selecting the pencil icon. Use caution when changing the ID as it can affect existing scripts associated with the object. For more information, see System ID.

    • Description: Add a brief description. This is used as an internal note for administrators.
  4. Click Save to finish creating the project role.

Note: To make the project role required on all projects, you need to edit the project role after you create it and then enable the option: The role must be selected in all projects.


Configure Project Roles

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You can configure Project Roles in the following ways:

  • Create a project role to assign your user to, and then to choose that project role for your user when you create or update a project. 

  • Select an existing project role when you create or update a new project. Existing project roles display on the Project Roles tab, and you can select only one user for a designated project role.

Note: When you change a project role, the role assignment does not change on existing cases.

Filter Project Roles

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Workflow provides a Filter feature that enables you to find specific data using queries. The available filter parameters depend on the workspace you are searching from. The Project Roles feature enables you to filter by these parameters:

  • Name
  • Description

For detailed information and more examples for creating simple and complex queries, see Search & Filter Data.