Manage site roles in Standards

Site roles are named accountability roles at your site, such as Data Protection Officer or Quality Manager. They let you assign a user, person, group, or company once and reuse that assignment across multiple standards. When the holder of a role changes, every requirement that references the role updates automatically, and a history is kept of who held the role and when.

Site roles are managed on the Role Holders page under Standards. Open Standards from the main navigation and select Site Roles. This page shows every named role at your site, who currently holds it, and how many requirements reference it.

Who can use this page

Anyone with Standards access at the site can open the Role Holders page. You need at least the Member role for the Standards module to view it. To create a new role or change a holder, you need the Manager or Admin role for the Standards module. For a full breakdown of what each role can do, see Standards Permissions and Access.

Review a role and its holder

1. Open Standards from the main navigation, then select Site Roles.

2. On the Role Holders page, choose a role from the list. Each row shows the role name, the current holder, and how many requirements reference it.

3. Expand the role to open the details panel. The panel shows any requirements that reference the role and the Holder History.

The Holder History lists the current holder with the label Current, the start date with the label Since, and each prior change with the text Changed by {name} on {timestamp}.

Change a role holder

1. On the Role Holders page, select the role you want to update.

2. In the details panel, click Change Holder.

3. Choose a Holder Type from the list: User, Person, Company, Person From Company, or Group.

4. Fill in the matching fields:

   • User — select a user from the Select User picker.

   • Person — select a person from the Select Person picker.

   • Company — select a company from the Select Company picker.

   • Person From Company — first select a company, then select a contact. If the company has no contacts, the message reads: This company has no linked contacts. Add contacts in People before assigning this role.

   • Group — choose the group.

5. Save the change. The change cascades to any requirements that reference the role.

Create a new role

If you are a Manager or Admin, you can create a named role from the Role Holders page:

1. Click New Role.

2. Enter the role name and details.

3. Choose a Holder Type and fill in the matching fields.

4. Save the role.

What the list shows

The Role Holders list displays:

• Role name — the named accountability role, such as Data Protection Officer.

• Current holder — the user, person, group, or company currently assigned.

• Requirement coverage — how many requirements reference the role.

Next steps

To set a default owner for a standard using a site role, see Set a default owner for a standard. For a deeper explanation of how site roles, holders, and requirement owners work together, see Roles and Owners in Standards.

To assign a site role or other party type to an individual requirement, see Assign roles to a requirement.