Documentation › Personas
Personas: assign a step to a role of the organization
A persona is a role of your organization: the CTO, the HR director, the manager of the API team… You say who plays it once; then your processes assign steps to the persona, not to a given person.
What they are for
- When the CTO changes, you change the person in one place: the processes need no change.
- Everybody can view the Personas page. Only people who have the right create, edit (which includes saying who plays the persona) or delete a persona.
Define them
- Open the Settings menu, then Personas.
- Click New persona, give a unique name and a description, then choose the person in Played by (or leave it empty: nobody plays the persona for now).
- The Played by somebody and Played by nobody buttons filter the list; the search looks at the name.
Use them in a process
In the start block of a process, Users and groups tab, add a participant with the Persona scope, then choose the persona. The card says who plays it today, or that nobody does, or that the persona does not exist any more. The participant is then chosen like any other to assign steps.
When an instance starts
- Nobody has to be chosen for a persona: the process instance takes the person who plays it at that moment.
- If nobody plays the persona, the instance cannot start: ask an administrator to assign somebody. The same goes if the persona was deleted.
- Changing the person later does not change the instances already started.
Who can do what
- View: View personas, given to every role by default.
- Create, edit, delete: Create personas, Edit personas and Delete personas, kept for administrators by default. Users and roles explains how to give them.