For each application you define roles applicable to that application and specify the privileges for each role. Who plays what role is specified on a category. In the "Lead Tracking" process the roles may be "Sales Manager", "Sales Coordinator" and so on. The Sales Manager will have edit privileges on all lead tracking processes. However under the category USA->Sales, John Doe may be the Sales Manager while in Europe->Sales, Mary Jane might be the Sales Manager.
Note:Read the Getting Started: Thinking about Processes and Applications (Section 2.2.1) section to understand what roles are and where they are used
By default there is a role called "Anyone". All logged in users from your organization play this role. You can add more roles by doing:
From the toolbar click +
Under configure modules section click for workflow
Click
Select the application for which you want to assign roles and Click
Add Role. Give the Role the appropriate permissions and click .
Just defining roles is not enough, they must be assigned to users. In Celoxis, roles are assigned to users in a category. This way, a user can play a role in one category and not play that in a different category.
For example, John may be playing the "Sales Manager" role in category "Global > Sales > US" while Mary may be the sales manager for Europe, so she will be assigned that role in category "Global > Sales > Europe".