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Deleting a user and transferring ownership
Deleting a user and transferring ownership

How you transfer process owner- and editorships to a new user, when someone stops.

Peter Olsen avatar
Written by Peter Olsen
Updated over a week ago

When a user stops in your organisation, then you should delete this user and transfer his/her ownership. This article explains how to do this for different types of users.

What happens with deleted users?

Deleted users cannot log in* and they don't show up in lists. However, their changes and comments remain visible, since they are part of your organisation's knowledge assets.

*unless you use SSO. Then you need to remove them from the AD group as well. Learn more about SSO here: Setting up and using your Microsoft login.

Deleting a regular user

Go to 'Users' in the menu on the left and search to find the user. Turn on the edit mode and choose delete:

The user will then be deleted. His or her name will still show with all comments and edits that the person has made in the past but all personal information will be deleted.

Deleting a user that is a process owner or editor

If this person is a process owner or editor, you'll be asked to transfer ownership to a new user.

This dialogue shows when you click the trash can icon to delete:

Once you hit delete, you will get the option of choosing the primary person to transfer ownership to.

Once that is done, you can click 'Advanced settings' to see the full list of processes that are owned by the user or where the user is an editor.

Here you have the option to select another user than the preselected primary user to transfer ownership to for individual processes.

TIP! When deleting users, you need to be acting as a licensed user with access to the processes that you are transferring ownership of. Otherwise your request will be denied.

Tags: Managing users, account management, process editor transfer, data transfer

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