The allocation of roles depends on the specific structure of each company. Their functions in order processing are briefly outlined below.
Property/Asset Manager
The property/asset manager is the person responsible for the building or property in question. This person is notified via email copy when an order is initiated and when it is completed. During the order’s lifecycle, it is displayed under “Orders I’ve placed” in the service list.
Client (AG)
The client role can view all orders under the commissioned services ("Commissioned by me"). This role is only assigned if a coordinator has been selected on the client side.
In addition, this role is granted proxy rights in the workflow for the "Responsible Coordination CL" role and can view the orders under "Monitored Services" in the service list.
Contractor (AN)
The Contractor role views all orders under the commissioned services ("Commissioned by me"). This role is only assigned if a coordinator has been selected on the contractor side.
In addition, this role is granted proxy rights in the workflow for the role "Responsible for Contractor Coordination" and can view the orders under "Monitored Services" in the service list.
Executor (AN)
The Executor role views all orders under the commissioned services ("Commissioned by me"). This role is only assigned if an employee has been selected for execution on the contractor side.
In addition, this role is granted proxy rights in the workflow for the role "Employee Responsible for Execution" and can view the orders under "Monitored Services" in the service list.
Responsible for Coordination (AG)
Individuals in the role of Client Coordination Manager are responsible for reviewing and scheduling orders on the client side. These may include orders from order planning, individual orders (ad hoc), or maintenance orders from service tickets.
After the completion notification, this role is responsible for reviewing and accepting the order. It also receives the order back in case of rejection.
The "Responsible Coordination AG" role views the order in the corresponding workflow step under "My Tasks."
The role can be assigned to the selected client coordinator OR the entire responsible party/group.
If a specific coordinator is selected, all other individuals now assume the role of the client (AG). This grants them access to the order via "Services Being Monitored" and additional substitution rights in case the coordinator needs to be substituted.
The role is notified via email about new assignments for which they are responsible.
Responsible Coordination (EMPL)
Individuals in the role of Responsible Coordination (AN) are responsible for accepting, reviewing, and scheduling orders on the contractor side.
If the workflow is interpreted as in Case B (i.e., without the direct involvement of executors in the workflow/portal), this role handles coordination with external service providers and reports orders directly to the Responsible Coordination Client for review/acceptance upon their completion by the service provider.
The Responsible Coordination AN role views the order in the corresponding workflow step under "My Tasks."
The assignment can be the selected Coordinator Contractor OR the entire responsible party/group.
If a specific coordinator is selected, all other individuals now assume the role of contractor (AN). This grants them access to the order via "Monitored Services" and additional substitution rights in case the coordinator needs to be substituted.
The role is notified via email about new assignments for which they are responsible.
Responsible for Execution (AN)
Individuals in the role of Responsible for Execution (AN) are responsible for executing orders on the contractor side.
Filling this role is only appropriate in Case A of the maintenance workflow.
The "Responsible for Execution (Contractor)" role views the order in the corresponding workflow step under "My Tasks."
The role can be assigned to the selected employee (Execution) OR the entire department/group.
The role is notified via email about new orders for which they are responsible.
