Roles Property

Role-based filtering allows users to quickly locate documents based on their job function or department.

For each language, there is a separate master role document to which you can add the roles that correspond to your company roles. You can then use this master role list to assign roles to modules, sections, or topics.

Roles are assigned to one or more document from either the Library or the Outline Editor using the Roles property. The Roles property opens the Assign Roles dialog box, from which you can select a single role or multiple roles to assign to the selected document(s).

Note: If roles assigned to a document appear truncated in the toolpane, you can point to the Roles property to display a tooltip showing the assigned roles.

Roles travel with the document so that each time you reuse or export/import the document, the roles are also reused or exported/imported.

You can view the roles assigned to documents in the Properties toolpane or in the Roles column that appears in the Details View in the Library or Outline Editor.

Removing Roles from Documents

You can choose to remove one or more roles from one or more documents by clearing the appropriate checkbox in the Assign Roles dialog box.

Warning! Be careful when changing a property for multiple documents that already contain values for the same property. The new values you enter for the property overwrite any existing values for all selected documents. If some of the documents in a multiple document selection already contain roles, adding or removing roles overrides the original role assignments for all selected documents. See Assign Roles to Modules, Sections, or Topics for more information about changing roles for multiple topics.

To assign roles to one or more documents:

1. Display the Properties toolpane.
2. From the Library or Outline Editor, select the document(s) to which you want to assign roles.

   You can select multiple documents using the standard Windows selection keys (CTRL+click and SHIFT+click). However, all documents included in your selection must have the same language.

3. In the General category, click in the Roles cell.
4. In the Assign Roles dialog box, select the role(s) to which you want to assign the selected document(s).

   To include a role, click the checkbox next to its name. To remove a role, clear the checkbox next to its name.

   You can also use the Select All button to include all roles or the Clear All button to remove all roles from the selection. These buttons apply to all roles listed in the Assign Roles dialog box, whether they are included in the master role list or are available as additional roles for the selected documents.

5. Click OK or press ENTER.