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Retire a User or Company

Retire a User or Company

Retire a Company

  1. Select the Company.

  2. Click Retire on the blue tool bar on the right-hand pane. 

  1. From the drop down select what projects you want to retire the company from.

  1. Select if you want to remove the company from groups they are in. 

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  1. Click Retire Company.

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Retire a User

  1. Click on the user you want to retire.

  2. Click Retire on the blue tool bar on the right-hand panel.

  1. On the Retire User panel, check you are retiring the right user. 

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  1. Select which project / s you want to retire this user from.

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  1. If you want to change ownership of a form(s) check Yes from the Drop down.

  2. Choose which user will take on ownership by clicking on the 3 dots.

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  1. Select what forms you want to update.

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If you choose All Forms or Only Open Forms, 8. 9. 10 below will not be visible.

  1. Select which form type you want the ownership to change on (not mandatory)

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  1. Choose a status of the forms (mandatory)

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  1. If there are only a few forms you can list them here (not mandatory)

  1. Refer below for Workflow Transfer.

  2. Select if you want to remove the user from any Groups they may belong to. 

Transfer Workflow Roles During User Retirement

When retiring a user, Project Admins can now bulk-transfer workflow roles to a replacement user across active workflows and templates.

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  1. Select the user (see step 6 above)

  2. Workflows:

    • Displays applicable In Progress Workflows (future enhancement: list preview link).

    • Lists Workflow Templates where the user is assigned as reviewer.

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Here you can see that the user is not on a template.

  1. Tick to reassign ownership of workflows currently underway.

  2. Tick the workflow templates who ownership you wish to transfer.

  3. Only steps not yet actioned by the retiring user are updated.

  4. Completed steps remain as-is.

  5. Templates are only updated if the current reviewer in the workflow still matches the template (i.e. not customised).

  6. Upon transfer:

    • A history log entry is added to each affected workflow and template.

    • Entry format:
      Robbie replaced with Dennis by AdminUser

  • Setting of "Change Ownership = Yes", will open the change of ownership details.

  • Only unactioned steps are updated; completed steps are left untouched.

  • Only replaces reviewer if the current workflow still matches the original template.