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Add a role

You can add a new role to a role set to further define a sign off procedure. Each collaborator on the document must have their own role.


  • If the file is protected, you must have the Roles group right.
  • If you are working in a sync copy, ensure you are online and synchronizing with the parent file.

To add a role:

  1. On the ribbon, click Tools | Options.
  2. Click the Roles tab.
  3. In the Role set drop-down menu, select an existing role set for the new role.
  4. In the Number of roles field, increment the number by one (or the number of roles you want to add).
  5. In the properties of the newly added role, specify a label, dependency, and color. Click OK.

The role is added to the role set. Users can immediately sign off documents using the new role.


  • If you add a role dependency between your new role and an existing role that has already signed off on a document, then a warning will display to indicate that sign off requirements have not been met.

    A warning bubble that reads: sign off requirements have not been met, and the preparer role information