In addition, content that you import might be assigned to roles that are not included in the master role list for the appropriate language. From the Role Editor, you can easily update the master role list to include such additional roles whenever they exist.

Tip: It is recommended that you define and finalize your role lists before assigning roles to documents. If you later rename or delete a role that has been assigned to one or more topics, you should update the role assignments automatically when you save the changes to the role list.

You can access the Role Editor from the Library or Outline using the Manage Roles item on the Edit Menu. The Role Editor can also be opened using the Manage button on the Assign Roles dialog box. Using these methods, the Developer determines the appropriate language master role list to open based on the following:

• No document selected: Master role list opens in the default language specified on the General Tab of the Content Defaults category on the Options dialog box.
   
• Document selected: Master role list opens in the language associated to the document.
   
• Document selected in a language where no Master Role List exists: New master role list is created and opens in that language.
   
• Multiple documents of different languages are selected: The master role list for each selected language opens in a separate tab.

You can open the master role list in a specific language by opening the associated Role file from the System/Roles folder in the Library.

 Multi-user Considerations

• Before you can perform this action, you must check out the document. After you save any changes, you should check in the document to make it available to other authors and add the changes to the Developer's version control system.

If you rename or delete a role that is assigned to one or more documents, you will be prompted to update the role assignments automatically when you save your changes to the master role list. If you choose to do this, the Developer searches through all of the documents with the same language as the master role list, regardless of their check in/out state. If a change is necessary and the document is not checked out and if you are working online, the Developer automatically checks the document out to you and makes the change. If the document cannot be checked out, for example, if it is open in another editor or checked out to another user or if you are working offline, it is skipped. At the end of the process, a summary message appears with a link to an activity log. Clicking the View activity log link in the message displays a list of the documents that were checked out to you during the process and those that could not be checked out. After you save any changes, you should check in the documents to make them available to other authors and add the changes to the Developer's version control system.

If a document cannot be checked out to update a renamed or deleted role, you will need to update the role assignment for that document manually.

Automatic updating of assignments for a role that is renamed or deleted is available only at the time the change is made. If you choose not to update role assignments automatically at that time, you will need to update them manually for all documents to which the renamed or deleted role was assigned.

To edit a master role list:

1. Navigate in the Library to the System/Roles folder.
    
2. Open the role list to which you want to add the role.
    
   If the Add Roles in Use message box appears, click Yes to add these roles to the role list or No to proceed without adding the roles. See Update a Master Role List for further detail.
    
3. Add, rename, and/or delete roles as necessary.
    
4. Save and close the master role list.
    
   If you renamed or deleted any roles that are assigned to one or more documents, you are prompted to update these role assignments when saving your changes. Click Yes to save the master role list and update role assignments or No to save the master role list without updating role assignments.
    
   If you have not saved the changes before closing the master role list, you are prompted to save the master role list and update role assignments, to save the master role list without updating role assignments, or not to save the master role list. Select the appropriate option and click OK, or click Cancel to keep the master role list open without saving changes.
    
   If you choose not to update role assignments automatically when saving your changes, you will need to update them manually for all documents to which the renamed or deleted role was assigned.