Roles and party types in Ventoo Case Management

A role names the function a party performs in a case or engagement (e.g. case lead, client, billing recipient, candidate, external consultant). Roles also control who sees a case and how approvals flow. Open Case Management Setup → Roles.

Role fields

Field	Description
Code	Unique code (e.g. `LEAD`, `CLIENT`, `BILLING`, `EXTERNAL`).
Description	Configurable display name.
Grants Case Visibility	When on, users linked to a case through this role see the case (basis of visibility filtering).
Shortcut	Short code (max. 10 chars) for party summary columns and quick entry.
Hide on Planning Lists	Hides the role in party summary columns and planning lists.

Approval fields

These fields tie the role into the activity approval workflow:

Field	Description
Submission Required	Activities by parties in this role must be submitted before they can be approved/billed.
Auto Submit	Activities are submitted automatically.
Auto Approve	Activities are approved automatically.
Approved By Role	Role allowed to approve activities of this role.

See Approval workflow in Ventoo Case Management.

Allowed party types

Via the Allowed Party Types action on the role list, you assign one or more party types to each role (a role × party-type junction). Party types are:

Party type	BC master record
Customer	Customer
Contact	Contact
Employee	Employee
Vendor	Vendor
Resource	Resource

Assignment behavior:

When adding a relationship, only roles matching the party type are offered.
If exactly one valid role exists for a type, selection is skipped and the role is set automatically.
Roles without a type assignment appear in all lookups (fallback for maximum flexibility).
Deleting a role removes its type assignments.

On the role list, a calculated column shows the allowed party types per role as comma-separated text.

Roles as a security building block

In addition to Grants Case Visibility, roles connect to role capabilities, which define per role what a user may do in a case. See Permissions and visibility in Ventoo Case Management.

Example roles

Typical, configurable roles: LEAD (case lead), CO_LEAD, CLIENT, CANDIDATE, BILLING (billing recipient), REPORT_RCPT (report recipient), KAM (key account manager), EXTERNAL (external consultant), BUS_SUPPORT, ROLE_PLAYER.