Create a Role

Your progress:

What will you learn in this lesson?

After completing this lesson, you’ll be able to:
  • Explain how to create a role.
  • Given business requirements, explain whether to connect a role to a user or a contact.
Things you’ll need to know for this lesson:

Contact: A person with whom you do business, for example, a customer, contractor, supplier, or partner.

User: A person, for example, an employee who has been assigned a Salesforce license and is able to login to Salesforce using their own username and password.

Let’s set the scene.

As Project Manager, Layne needs to add her colleagues to Mission Control so they can be included and accounted for in their newest project. 

Layne Becker – Project Manager Kelly Dunn – Web Designer Tyler Lee – Brand Marketing Consultant
Currently has a role connected to the user.  Needs a new role connected to the user.  Needs a new role connected to the user.

What is a Role?

A role represents a team member or a person who will work on projects for your company. Each person working on a project, including clients, consultants, and employees, are represented by a role in Mission Control.  A role can be assigned to one or many projects. In our example, Layne Becker the Project Manager would be created as a role in Mission Control and assigned to every project on which she works.


Note: Mission Control Roles are different to the Role Hierarchy in Salesforce, be careful not to confuse the two.


User or Contact? That is the question.

When creating a role you will connect it to either a User or a Contact.

When to use a User record:

Connect a Role to a User record when your team member has access to Salesforce.  If the user has a license to both Salesforce and Mission Control, they are able to log time and expenses against a project.

When to use a Contact record:

Connect a Role to a Contact record when actions are to be completed by contractors or clients who do not have access to Salesforce. Time and expenses will need to be logged by a person with a Mission Control license on behalf of these people.

Let’s create a Role.

Kelly and Tyler are already set up as users in Salesforce. Layne will create roles for Kelly and Tyler, connected to their existing User records. Layne follows these steps:

  1. Click the Mission Control tab to browse to the Mission Control Console.
  2. Click New Role.
  3. Use the drop-down menu to select either the Contact or User object to use for the Role Source.
  4. Type in the full name of the record, or type in a partial name and use the lookup feature by clicking on the magnifying glass.
  5. Note the active checkbox is checked by default.  If this field is unchecked, the role will be filtered out of pages such as Create Actions, Time Logs, Whiteboard and the Scheduler.
  6. Type in the job title for the role.
  7. Optional: Type in hourly billable and cost rates for this role.
  8. Enter the roles available hours per week. This number represents the number of hours.
  9. Enter the billable target hours per week. This number represents a percentage, so if you type in 75 it means 75%.
  10. Select or deselect the checkbox for the project member to receive the daily digest.
  11. Select or deselect the checkbox for the project member to receive action notifications.
  12. Select or deselect the checkbox for the project member to manage timesheets for other roles.
  13. Specify the Expense settings – use the lookup feature to set the Expense Approver and mileage rate.
  14. Specify the Console settings – use the drop-down to select the default Pad tab for the role to see on the Mission Control Console, and use the checkboxes to control whether the role can see each of the four tabs: Launch Pad, Progress Pad, Management Pad, Control Pad.
  15. Specify the Track Pad settings – default is for each setting to be activated and the default tab to be Timeline.
  16. Specify the Project Overview settings – default is for each setting to be activated and the default tab to be Insights.
  17. Optional: Click the Team drop-down to add the role to teams. Click Add Rows to add extra teams if desired. See below for more details on how to create a Team.
  18. Optional: Click the Skill drop-down to assign a skill, proficiency, expiration and apply skill-based Billable and Cost Hourly Rates if desired. Click Add Rows to add extra skills if desired. See below for more details on how to create a Skill.
  19. Click Save.

Create a new role

Once created, this role will now be available to work on projects.


Note: Roles can also be created by clicking on the Role tab and clicking Create New.


Wait, how do Teams fit into the picture?

Teams are used for grouping Roles. Common teams will represent a group of people who do the same job or work in the same location, such as “Project Managers”, “All New York Office”, or “All Australia”. Teams are used when filtering the Scheduler if you only want to see activity for a particular team. They are also used when assigning public holidays to a group of people, for example, a public holiday can be assigned to “All Australia”.

A Role can be assigned to one or more Teams. For example, Layne Becker may be in the “All Australia” team and also a member of the “Trainers” team.

To create a new team:

  1. Click the Teams tab.
  2. Click the New button.
  3. Type in a team name.
  4. Mark it as active (selected by default).
  5. Optional: record notes in the Team Notes box.
  6. Click Save.

Create New Team

Once a team has been created, Roles can be added to the team using the New button on Team Assignments.

Assign Roles to a Team


Note: There is an active checkbox on the Team Assignment record that allows you to specify if the Role is no longer a member of the Team.


Now, how do Skills fit into the picture?

A Skill is something that your team members may or may not have the ability to do. They are used to help determine which team members should be considered to complete a piece of work. For example:

  • Technical skill: HTML, Project Manager
  • Certifications: First Aid Officer
  • Industry qualifications: Salesforce Certified Administrator
  • Languages spoken: English, Japanese, Spanish

A Role can have one or more Skills. For example, Layne Becker may have the skill “Project Manager” and is also a certified First Aid Officer.

To create a skill:

  1. Click the Skills tab.
  2. Click the New button.
  3. Type in a name for the skill.
  4. Select a type.
  5. Mark it as active (selected by default).
  6. Optional: record notes in the Skill Notes box.
  7. Click Save.

Create New Skill

Once a Skill has been created, it can then be assigned to Roles, using the Skills Assignment button. This allows you to specify a proficiency, expiry date and the billable and cost rates that apply when someone uses this Skill.  You can also make the Skill active/inactive for the Role.

Before we move on…

In this lesson, Layne created a Role, added the Role to a Team and assigned Skills to the Role. Next on her to-do list is to create a project and milestones.  

Role, Skill, and Team

 

Ready to move on? Take the quiz below to test your knowledge.