How to Assign, Revoke and Extend a Role or Position

What is a Role Assignment?

A Role Assignment (also called an incarico) is a formal named appointment — for example, "Head of the Procurement Unit", "Data Protection Officer", or "Quality Process Responsible". Unlike a career framework, a role assignment is linked to a specific named position and is always backed by a signed appointment document generated through the integrated digital signature workflow.

Adding a Role Assignment

1. Open the person's record and click in the Other Roles card.
2. In Role Type, select Role / Responsibility.
3. Type the role title in the Role field (free text).
4. Select the Structure this role applies to.
5. Set Valid From and optionally Valid Until.
6. Select the Signer — the authorized signatory for the appointment document. Signers are configured in HR settings.
7. Set the Responsible Unit and RPA Head for the document header.
8. Select the document Classification (family and type).
9. Click Generate documentation to create the appointment letter via the digital signature system. The button activates only when all required fields are filled.
10. Once the document is generated and the link appears, click Confirm to save the record.

Ad Interim flag

Check Ad interim when the appointment is temporary and covers for an absent person. You can optionally search for and link the person being replaced — this is for documentary reference only and does not affect system permissions.

Revoking a role

Click Revoke on an active role row. The revocation dialog asks for:

• Revocation date — when the role ends.
• Revocation reason — optional note.

Once confirmed, the role's expiry is set and a career event is recorded. The role row remains visible in history.

Extending a role

Click Extend on any role row (active or expired). This creates a new role entry with the same role title, structure, and classification — effectively a renewal. You set:

• New Valid From — the start date of the extension.
• New Valid Until — leave blank for an open-ended extension.

Document and signature status

Each role row shows the status of its linked document in the Career Letter column: