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How to Transfer Document Ownership or Approver & Reviewer Tasks
Who is this article for?Ideagen EHS User using transferring document ownership, approver or reviewer.
Access to Transfer Document Ownership will be required to follow these steps.
The Document Management module allows for a Document Owner, Approver and Reviewer to be transferred from one user to another user.
This article outlines the steps required to transfer document ownership, approver, and reviewer:
1. How to Perform a Transfer
- Click on Documents, and then Document Management.
- Click Transfer Document.
- Select one of the responsibilities that need to be transferred:
-
-
- Owner
- Coordinator
- Owner/Coordinator
- Approver/Reviewer
-
- Select the existing user and the replacing user.
- Enter a reason for the transfer.
- Identify what documents the transfer needs to take place for.
Important Note: Document Approver / Reviewer will not be transferred for document versions with statuses equal to Final or Archived or other statuses where approval/review has already been completed by the applicable individual. Document Owner and Coordinator will be replaced for all statuses except Archived.
The documents menu will allow you to select:
| Option | Description |
|---|---|
| All Documents in Public Folder | Replace the user in all documents where the user is the owner, coordinator, reviewer, or approver based on selection. |
| All Documents By Public Folder | Users may select one or more folders. Replace the user in all documents in the selected folder(s) where the user is the owner, coordinator, reviewer, or approver based on selection. |
| All Documents By Private Folder | Users may select one or more folders. Replace the user in all documents in the selected folder(s) where the user is the owner, coordinator, reviewer, or approver based on selection. |
| Selected Documents By Public Folder | Users may select one or more documents. Replace the user name in all selected. Document common to "Existing User To Be Replaced" and "Replace with User" based on the folder assignment. |
| Selected Documents By Private Folder | Only documents currently in Final Status and future versions should be displayed. Users may select one or more documents. Replace the user name in all selected. |
Important Note: Only replace owner, coordinator, and/or reviewer/approver in the current Final version of the document and future versions still in progress (not yet final and released) in the Document Details screen. Do not replace in Document Details maintained for previous versions (i.e., maintain existing Document Details in Version History). Also, do not replace names in the historical data preserved for past events - i.e., Audit Trail, Periodic Review history (cards), Review/Approval already completed (cards), etc.