Objective:

• Transfer responsibilities to another user
• Merge duplicate user accounts into one

Environment:

• PolicyStat

Additional Information:

If a user with elevated responsibilities leaves your organization, it may be necessary to deactivate their user account and transfer responsibilities to another user.

NOTE: If a user is leaving on a temporary basis (e.g. - medical leave, leave of absence, etc.) but will return, a proxy user can be assigned so the user's account will remain active. For more on how to assign a proxy user, see this article. For the proxy user's perspective on being a proxy, see this article.

By transferring responsibilities to a new user, the new user's name will appear in upcoming Approval Workflows and as Owner of all active and pending policies for which the old user had previously authored or managed. Drafts will transfer to My Drafts of the new user but the Owner name must be manually updated in the draft properties.

If need to simply transfer responsibilities, a temporary deactivation will suffice. Complete the transfer, then restore/reactivate the account.

NOTE:  Transferring responsibilities will apply across sites so if you need a more custom solution to changes on specific workflows or regarding ownership, etc. you may want to consider making those changes individually before transferring a users remaining responsibilities using this feature.

To merge duplicate user accounts, read the explanation here.

Transfer User Responsibilities (01:48)

Procedure: 

Transferring User Responsibilities

1. Click the Admin tab in the header row anywhere in PolicyStat.
   
2. Locate Users from the Site Data list.
   
3. Click the Deactivate link at the end of the table for the "old" user (Careful -- this action is not reversible!).
   
4. Click the Deactivate User button.
   
5. Enter the name of the user who will take over the inactive user's responsibilities (1).
6. Click the Transfer Responsibilities button (2).
   

Merge Duplicate Accounts

Transferring responsibilities occurs between two different users when one user takes over responsibilities from another. The new user's name will replace the old user's name in all pending and active documents going forward. Old/archived versions owned by the old user and historical actions by the old user will still display the old user's name.

Merge users if two accounts were accidentally created for the same person. Merging affects ALL historical actions, so it would be as if the old account never existed.

1. Click the Admin tab in the header row anywhere in PolicyStat.
   
2. Locate and click Users from the Site Data list.
   
3. Click the Deactivate link at the end of the table for the "old" user (Careful -- this action is not reversible!).
   
4. Click the Deactivate User button.
   
5. If the user has responsibilities it will take you the window on step 6. If the user has no responsibilities you will need to click the Inactive Users button, then search and locate the user.  Click Transfer Responsibilities, then follow the steps below.
6. Click the merge duplicate accounts link.
   
7. Enter the name of the user to merge with (1).
8. Click the Merge Users button (2).
   
9. Merging could take a minute or two so please be patient.  When done you will see a banner notifying that it is complete.

This article applies to the following user roles: