Workflow context
What this guide helps you accomplish
Use UnionStack case participant roles to show who is involved, why they are involved and who owns the next action.
Participant roles describe how people and users are involved; assignments identify who is responsible for moving the work.
Participant roles should let another authorized team member understand the case without reconstructing responsibility from scattered notes.
Before you begin
Prepare the following before changing shared configuration or records:
- A documented case procedure with intake criteria, participant responsibilities, progress stages and closure expectations.
- A fake member, organizational entity, agreement and supporting documents suitable for an end-to-end test.
- Users representing intake, assignment, investigation and closure responsibilities.
- A fake case with a requestor, member, steward, representative and employer contact.
Procedure
Complete the steps in order with fake or approved test information first. Record configuration decisions that will affect other teams.
Review available roles
Confirm that the case type includes roles for the requestor, affected member, representative, decision-maker and other required participants.
Select the correct person or user
Search existing records carefully and verify identifying context before connecting a participant.
Assign the specific role
Choose the role that explains the participant’s relationship to this case rather than relying on a general note.
Update responsibility as the case changes
Add or end involvement through the approved procedure when representation, assignment or decision authority changes.
Check visibility before major steps
Before meetings, submissions and closure, confirm that all material participants and responsible users are represented accurately.
Product view
Video demonstration
Related demonstration
Progress a case from intake to outcome
This conceptual guide shares the demonstration used by the main hands-on procedure.
Watch the captioned demonstration →Troubleshooting
Use the symptoms below to diagnose the workflow before widening access, adding duplicate configuration or bypassing an intended control.
The same person is added with several unclear roles
Use the smallest set of roles that accurately explains involvement. Document exceptional responsibilities in the appropriate note or assignment rather than inventing duplicate roles.
The case cannot move to the expected stage
Check the selected case type, current progress state, required information and user access. Complete or correct the missing prerequisite before bypassing the designed path.
Participants are present but responsibility is unclear
Review each participant role and the assigned UnionStack users. Use roles to describe involvement and assignments to make operational ownership explicit.
Evidence is scattered across notes, files and email
Identify the authoritative source for each item, connect the conversation or document to the case, and use notes for analysis rather than duplicate copies of evidence.
Validation checklist
Do not treat the procedure as complete until an authorized second person can reproduce the intended result.
- Every participant has a clear role and every active task has an accountable assigned user.
- The requestor, participant roles and assigned users are unambiguous.
- Progress accurately reflects the work completed and the next required action.
- Material documents, conversations, meetings and governing articles are connected to the case.
- Closure records the approved outcome or award and leaves a usable operational history.
Version applicability
This guide was verified for UnionStack 2.0 on August 16, 2026. Available fields, types, relationships, navigation and access can vary with tenant configuration and user permissions.
Corresponding product capability
Grievance tracking software
See the feature evidence, connected workflows and buyer guidance behind this procedure.
Explore Grievance tracking software →Continue learning
Return to the UnionStack Learning Centre, or take the UnionStack product tour to see how these parts connect.