Reassign a User to a New Supervisor (Business Administrator)

Primary Role: Business Administrator (BA)
Learning Focus: Apply
Where: ANVL Admin Portal

🧭 Before You Start (Important)

Requires Business Administrator access
A Supervisor must belong to at least one Group that each assigned user belongs to
Supervisor reassignment applies immediately to live user accounts
If Group alignment is incorrect, updates will fail with Supervisor-related errors

🎯 Why This Matters

Supervisor reassignment is commonly required during:

Reorganizations
Supervisor changes
Offboarding or role transitions

Ensuring Group alignment first prevents:

Update failures
Broken reporting and oversight

Errors such as:

```
one_or_more_users_are_supervisors 
```

A supervisor must be from the same group as the user

⏱️When to Do This

Use this process when:

Users need to be assigned to a new Supervisor
A bulk update or Group change fails due to Supervisor rules
You are preparing to remove Supervisor status from another user
You want to preserve Supervisor oversight and reporting

📝 Supervisor Group Rule (Canonical)

A Supervisor must belong to at least one Group that each assigned user belongs to.

If a Supervisor does not share at least one Group with a user, reassignment will fail.

Supervisor Reassignment Options (Choose One)

There are three ways to reassign a user to a new Supervisor:

Admin Portal: In-line edit – Best for one-off changes when you want to quickly update a single user directly in the User Management table.
Users Tab (ANVL Manager) – Best for simple, guided edits using the user profile view; recommended when you prefer a UI-driven workflow.
Admin Portal: Bulk update – Best for reassigning multiple users to the same Supervisor at once, after verifying Group alignment.

🛠️ Option 1: Admin Portal: In-line edit (Recommended for One-Off Changes)

Step 1 — Verify Group Alignment

Open User Management in the ANVL Admin Portal.
Apply filters using OR logic:
- Username = <new supervisor username>
- Username = <user username>
Review the Division IDs for both records.
Tip: Drag the Division Ids column to the right of the Username column for easy comparison.
If needed, update the Supervisor’s Groups so at least one Group matches the user.

User Management filtered to show Supervisor and user records for Group comparison.

Step 2 — Reassign the Supervisor

In the Supervisor column for the user:
- Clear the existing Supervisor value
- Enter the new Supervisor
  Search by username or ID
Select Save to apply the change.

🛠️ Option 2: Reassign a Supervisor via the Users Tab

(Recommended for simple, one-off changes)

For individual user updates, it may be faster to reassign the Supervisor from the Users tab in ANVL Manager.

Use this option when:

You are updating one user at a time
You want a guided, profile-based edit
Bulk updates are unnecessary

👉 Follow the steps in Modify a User (Site-Level Admin).

Important: Before reassigning, ensure the new Supervisor belongs to at least one Group the user belongs to.

If this requirement is not met, the update will fail.

🛠️ Option 3: Admin Portal: Bulk Update (Multiple Users)

Use this option when assigning many users to a single new Supervisor.

Before performing the bulk update, you must verify that the Supervisor belongs to at least one Group that each user belongs to.

This is a complex process and should only be used when updating the supervisor for a large number of users at a time.

Before performing the bulk update, you must:

Identify the correct Supervisor ID(s)
Scope the affected users
Verify Group (Division ID) alignment
Then perform the bulk update

Step 1 — Identify the Supervisor ID(s)

This step is always required.

Open User Management in the ANVL Admin Portal.
Filter or search to locate the new Supervisor.
Locate the Supervisor’s row in the table.
Copy the value from the ID column.

Example (New Supervisor ID): 22373

If you are performing a clean Supervisor handoff

(moving users from one Supervisor to another)

Filter or search to locate the old Supervisor.
Copy the value from the ID column for that Supervisor.

📌 You will use:

The new Supervisor ID to assign users
The old Supervisor ID to identify which users need reassignment

Step 2 — Scope the Supervisor and Affected Users

Next, filter the User Management table so it shows only the records you need to evaluate.

Apply filters using AND logic, with OR conditions as needed.

Always include:

Username = <new supervisor username>
OR
ID = <new supervisor ID>

Then add one of the following:

Option A: Clean Supervisor Handoff

Use this when users are currently assigned to an existing Supervisor.

Supervisor ID = <old supervisor ID>

E.g. 'New' Supervisor ID = 22373 and 'Old' Supervisor ID = 17682

This displays:

The new Supervisor
All users currently assigned to the old Supervisor

Option B: Targeted Reassignment

Use this when assigning a specific list of users.

Username = <user 1> OR <user 2> OR <user 3>

This displays:

The new Supervisor
Only the users being reassigned

📌 Result:
The table now contains:

The new Supervisor record
All users who will be reassigned

Step 3 — Check Group (Division ID) Alignment

A Supervisor must belong to at least one Group that each user belongs to.

For a small number of users (Manual Check)

Review the Division IDs column for:
- The new Supervisor
- Each user being reassigned
Confirm there is at least one matching Division ID for each user

Tip: Drag the Division Ids column to the right of the Username column.

If all users share at least one Group with the Supervisor, proceed.

In this example the new Supervisor shares the Site ID 1077 with all of the selected users. The users can successfully be assigned to the new Supervisor without any Group (Site) chantges.

For many users (Excel Method)

Step 3a — Export the Data

Set up the filters from Step 2.
Choose Download to export a CSV.
Open the file in Excel.

Step 3b — Identify the Supervisor’s Division IDs

Assumptions (adjust if your columns differ):

Data is formatted as a Table
Column A = User ID
Column R = Division IDs (formatted like [1077,1160,1084])
New Supervisor ID = 22373

In cell S1, enter:
Supervisor Division IDs
In cell S2, enter:

=XLOOKUP(22373,$A:$A,$R:$R)

Step 3c — Check for a Shared Group

Add a new column named Has Shared Group.
In the first user row (example row 2), enter:

=LET(  u, TRIM(TEXTSPLIT(SUBSTITUTE(SUBSTITUTE(R2,"[",""),"]",""),",")),  s, TRIM(TEXTSPLIT(SUBSTITUTE(SUBSTITUTE($S$2,"[",""),"]",""),",")),  IF(SUM(--ISNUMBER(MATCH(u,s,0)))>0,"YES","NO") )

YES → Supervisor and user share at least one Group
NO → Assignment will fail

🧭What to Do If There Is No Shared Group

If any user returns NO, do not proceed with the bulk update.

Choose one of the following:

Add the Supervisor to a Group the user belongs to (recommended when oversight should continue)
Assign the user to a different Supervisor who already shares a Group
Remove Supervisor status only if Supervisor oversight is no longer required

Do not retry the bulk update until Group alignment is corrected.

Step 4 — Perform the Bulk Reassignment

Once all users show YES for shared Group alignment:

Open User Management → Bulk Update Users.
Select the users to reassign.
Select Bulk Update Users.
Enter the new Supervisor ID.
Click Update to submit.
Wait for the updates to process. You will see a small window for each user pop up in the right-hand corner. Wait for the pop-ups to stop.
Verify changes were successful in the Successful Submissions table.
→ Follow the steps in Verify User Update Results & Resolve Errors
Click Refresh or refresh the browser page.
Confirm changes were successful