Document Actions
5.
Creating Content and Assigning Local Roles
Up one level
In general, after creating the initial users, Managers or Site Managers will create Areas and Entities, and then assign local roles to these. They may, for example, give one firm partner and one firm manager each an Entity Manager role for each Entity. This may be somewhat cumbersome when manually creating the initial Entity objects, but will be easy from that point on. The OpenEngagement DMS will also have tools for bulk creation of Entities (for firms with and firms without CW Time) in a future version.
The Managers and Entity Managers may then also create Sections -- though likely most Sections used in the site will be created automatically when the Entities are created -- and assign one or more users the Engagement Manager role to the various Entities and Sections. Usually, the Engagement Manager role should be given to at least one user at either the Area, Entity, Section or Document level.
Only Engagement Managers, Site Managers and Managers may create Engagements. Most firms will not wish to give the Site Manager or Manager role to many users, so most Documents should be created by Engagement Managers. To allow this, each Section should usually have at least one Engagement Manager, assigned at the Section level or a higher level. This user may then create Documents and assign additional users local Engagement Manager roles on those Documents if desired. In the case of very small firms, though, it may be the case that few users are actually given Entity Manager or Engagement Manger roles. It may be that a couple people are given the Site Manager or Manager role, and they create most of the Entities and Engagements. With larger firms, many users may be given just the Entity Manager and/or just the Engagement Manager roles quite often.
Once the Documents are created and the Engagement Managers, Site Managers and Managers are assigned, they will then assign local Preparer, Reviewer and Reader Roles to each Document. There need not be anyone assigned to these roles, since, in theory, the Engagement Manager can do all the preparation, and review single-handedly. But, in general, there will be at least one Preparer and one Reviewer, and, in fact, most firms will have only Preparer, Reviewer and Reader role on most engagements.
Users will be given Reader roles based on the necessity of them viewing an Engagement in order to Prepare or Review another engagement, likely for the same Entity. For example, if a user is given the Preparer role for a given Engagement, they may also be given the Reader role for the Engagements for the prior one or two years. Most often, users would not be given a Reader role until an Engagement is in the Completed or Archived state, but this is not necessary.