Creating Functional Areas and Functions

Functions and functional areas help identify the type of specialist within your company that owns a deliverable, activity, workflow action, or gatekeeper position in a project. A function typically identifies users by the user’s job title or position within a functional area; however, you can use them to categorize users as you see fit for your company.

To create a functional area:

1. From the System menu, select Security & Groups > Functions.
2. Do one of the following:

• To add a new functional area - Click Add Functional Area in the lower right corner of the page.
• To edit an existing functional area - Click the field within the area that you want to edit.

3. Complete the following information:
   
   Required fields display with red text and an asterisk * if the field is empty.

Field	Description
Name	Enter a name, up to 64 characters long, which identifies the functional area.
System Name	Enter a unique, shorter name that identifies the functional area in queries, reporting views, field codes, and other places in Accolade. The name must be unique among functional areas and can contain only letters (English alphabet), numbers, and the underscore.
Order	Click on the arrows near the area's name to adjust its order. The areas will display in other locations in the same order that you arrange them on this page.

4. Click Apply to save your changes.

To create a function within a functional area:

1. From the System menu, select Security & Groups > Functions.
2. Click Add Function in the lower left corner of any functional area and complete the following information:

Field	Description
Name	Enter a name that identifies the function.
System Name	Enter a unique, shorter name that identifies the function in queries, reporting views, field codes, and other places in Accolade. The name must be unique among functions and can contain only letters (English alphabet), numbers, and the underscore.
Functional Area	Select the functional area in which this function is categorized. For example, if you are creating a function for Mechanical Engineer, the functional area might be Engineering.
Order	Enter a number to specify the function's place when it displays within a list of functions. Lower numbered functions display higher in the list. This also determines the order of functions listed for a project team on the project's Team page. If no order is specified, the function is added to the top of the list within the assigned functional area.
Members	Click to select the user(s) to assign to this function. To filter the list of users, enter one or more search criteria to filter by name, login name, email address, function, or extended field. More... Clicking Select current user will assign the role to the current user (if they have the appropriate rights). Selecting a Function in the drop-down will display available users that are assigned to the function. The current selection defaults to the function to which you are assigning a user, however depending on the project configuration, you can assign any user. Clicking the Show advanced filters check box displays or hides the additional filter options. Clicking Clear removes the current user assignment and displays [None] to indicate that no user is assigned. Highlight the user name(s) in the Available Users window and click Select, or double-click each user's name to move them from the Available list to the Selected list.

3. Select the Active check box when the function is ready to use in projects.
4. Click Apply to save your changes.

Notes:    To delete a function, click the at the end of the function's row, and click Apply to save your change. If the function is in use, you can select the function that replaces the one you are deleting when prompted to move the users into the selected function. Select None to manually move users to a different function and manually modify document assignments, as necessary. To delete a functional area, click Delete Functional Area on the upper right corner of a functional area. Any functions within the functional area are moved to the Default functional area when you confirm the deletion.