Bulk Reassign Records to a New User

  • Updated

Use the Bulk Record Reassignment function to transfer all records currently assigned to one user to another user. This is typically used when an assigned user leaves the organisation, changes departments, or when there is a change in management.

Prerequisites

Before starting the reassignment, ensure the following are true:

  • The new assignee must have an active account in the system.

  • The user performing the reassignment must have Administrator access.

Steps

Follow these steps to reassign records in bulk:

  1. Access system settings Go to Home > System Settings (in the bottom right corner).
    BulkRecordReallocation.gif

  2. Access 'Bulk Record Reassignment' tool In the System Settings, click on the Misc tab and expand the Bulk Record Assignment section. Click on the Reassign records button to access the tool.

  3. Specify the Record Type From the dropdown menu, select the form name that contains the records to be reassigned. Click the Start button.

  4. Specify the User Being Reassigned Select the user being reassigned from the dropdown menu.

  5. Specify the New Assignee Choose the new assignee from the dropdown menu. Click the Next button.

  6. Review and Verify Records Review the table to ensure the records to update are correct before proceeding. You can download the list of affected records by clicking on the Export icon. Click the Next button.

  7. Confirm Reassignment Click the Reassign button to confirm the reassignment of records to the new assignee.

Results / Validation

The records of the specified type previously assigned to the original user are now assigned to the new user.

What's Next / Related

To reassign records of other form types, click the Restart button and repeat Steps 1-7.

Limits & Notes

  • Irreversible Action: Reassigning roles on records is not easily reversible, so ensure all updates are deliberate and intentional.

  • Supported Record Types: This function only supports the reallocation of roles on Procurement, Contract, and Evaluation records.

  • Single Record Type: Assignees can only be reassigned for one record type at a time.

  • System Users Only: This function only allows reassignment of assignees who have user accounts in the system and cannot be used for external users or guest accounts.