Creating and using action roles

Learn how to create and use action roles in Sage People.

An action role is a type of recipient for an action event. Action roles extend the range of recipients, letting you add individuals or groups you associate with HR departments and work locations. Action roles map to users or email addresses.

By assigning action roles to HR departments and work locations, you can ensure a triggered action event sends. This goes to all HR departments and work locations with action roles matching those you define for the action event.

Resolution

1. Make sure you define an appropriate set of action roles for your organization

2. Assign action roles to HR departments and work locations

3. Add action roles to the list of recipients for the action events you want to use

Editing available action roles

The Action Event Details page includes a list of action roles you can set as recipients:

To change the names of the action roles, remove roles, or extend the list with your own roles, modify the two picklists:

• The Role picklist on the Action Role object

• The Send To Action Roles picklist on the Action Event object

Ensure the two picklists have identical entries. Spelling must be identical for each role for the system to send the action events.

1. Go to Setup , and select the Action Role object.

   Sage People displays the Custom Object Definition Detail page for Action Role.

2. From the sidebar, select Fields & Relationships, and then select the Role field.

   Sage People displays the Custom Field detail page for Role.

3. Scroll down to the picklist Values section.

4. Select:

   • Edit to change the name of an existing value and to set one value as the default for the picklist

   • Del to delete a value. The system asks you to confirm

   • New to add one or more values to the picklist

     Sage People displays the Add Picklist Values page. Add the values you want, one per line, and select Save

5. Return to Object Manager and select Action Event object.

   Sage People displays the Custom Object Definition Detail page for Action Event.

6. From the sidebar, select Fields & Relationships, and then select the Send To Action Roles field: 

   Sage People displays the Custom Field detail page for Send To Action Roles.

7. Scroll down to the picklist Values section.

8. Select:

   • Edit to change the name of an existing value and to set one value as the default for the picklist

   • Del to delete a value. The system asks you to confirm

   • New to add one or more values to the picklist

     Sage People displays the Add Picklist Values page. Add the values you want, one per line, and select Save

Assigning action roles to HR departments and work locations

You can assign action roles to one or more HR departments and work locations.

The system displays action roles as related lists on the detail pages for each HR department and work location:

If the system doesn't display the Action Roles related list, add it to the page layout:

1. On the HR department or work location detail page, select Setup, then select Edit Object.

2. On the object detail page, select Page Layouts from the sidebar and choose the layout you want to edit.

3. Select Related Lists in the list at the left to display all related lists available for the page.

4. Drag and drop Action Roles from the available list to the related lists section on the page layout.

5. Select Save.

To add a new action role to the HR department or work location:

1. From the Action Roles related list, select New.

   Sage People displays the New Action Role page:

   

2. Complete the fields as follows:

   Field	Description
   Role	The action role you want to assign to this HR department or work location. Select the picklist and choose the one you want.
   HR Department	If you're adding an action role for an HR Department, it automatically completes for you. It uses the name of the HR Department from which you select New. To change to another HR department, select HR Department lookup find and select the HR department. If you're adding an action role for a work location, leave it blank.
   Work Location	If you're adding an action role for a work location, it automatically completes for you. It uses the name of the work location from which you select New. To change to another work location, select Work Location lookup find and select the work location. If you're adding an action role for an HR department, leave it blank.
   User	The name of the user you want to receive action events for this action role, HR department or work location. Select User lookup , find and select the user.
   Email	The full email address you want to receive action events for this action role, HR department or work location. All action events you send to this address count towards your organization's daily email limit. If possible, use User.

3. Select Save.

The system adds the role to the list of action roles for this HR department or work location. Action events with this action role defined as a recipient now send to the user or email address you have given.