Replace User | Online Help | Qntrl

Replace User

When an employee gets promoted or quits the organization, their tasks and responsibilities must be handed-over to another employee to takeover. Qntrl helps you handle such replacement processes efficiently by transferring ownerships from the former user to either an existing user or a new user.  
 
Ownerships that can be transferred during user replacement includes,
  1. User-based Fields: If the replaced user is a part of Requestor, Assignee, User Drop-down, or User drop-down Line Item fields in Cards, Criteria, or Update Fields, another user can be set in their position.
  2. Custom View: Ownership and shared visibility of Custom Views associated to the replaced user can be transferred to another user.
  3. Board: Ownership of Boards and permissions like Create and Access Cards assigned to the replaced user can be transferred to another user.
  4. Roles and Teams of the replaced user can be transferred to another user.
 
The replaced user’s ownerships can also be transferred to multiple users to distribute the workload. Finally, the replaced user gets deleted from the organization, once the responsibilities are transferred successfully.
 

Replace user

  1. Navigate to   and select Users under User Management .
  2. Under Current Users drop-down, hover over the user name you want to replace and click .
  3. Select Delete and choose Yes, replace user from the ensuing pop-up.
  4. In the Select Replacement box, you can either choose from the list of existing users or type a new user’s email ID to invite them to the organization.
    1. New users added as replacements will be mapped to the replaced user's profile.
    2. Existing users added as replacements will remain in their previous profile.
  5. List of Ownerships: You can choose to transfer different ownerships of the replaced user to multiple users. Visit the next section to learn more about this. We currently support User-based Fields , Board  , and Custom View. Check mark the ownerships you’d like to transfer to the replacement user chosen in the previous step.
  6. You can also transfer the roles and teams of the replaced user. To do so, check mark ‘I authorize the transfer of roles and teams to the selected user’.
  7. To notify the associated users about this replacement, check mark ‘Notify about the user replacement and permissions transferred to the replaced user’. Note that only the replacement user, replaced user, and the user who performed the replacement will be notified via email.
  8. Click Replace and confirm your action.
Now, navigate to view the list of Deleted Users using the top drop-down. You will be able to view the recently deleted users along with their transferred ownerships.


 

Transfer ownership to multiple users

Ownerships held by a single deleted user can be transferred to multiple current users in the organization using this option. Also, ownerships held by already deleted users can be transferred to the current users. To do so: 

  1. Click Transfer Ownership under the Deleted Users column.
  2. In the Select Replacement box, you can either choose from the list of existing users or type a new user’s email ID to invite them to the organization.
  3. Choose the ownership you’d like to transfer to this user under List of Ownerships .
  4. You can view the already transferred ownerships under Transferred Ownerships.
  5. To transfer roles and teams of the replaced user, check mark ‘I authorize the transfer of roles and teams to the selected user’.
  6. To notify the associated users about this replacement, check mark ‘Notify about the user replacement and permissions transferred to the replaced user’.
  7. Click Replace and confirm your action.
Similarly, you can transfer different ownerships to other users in the organization.

Explore business scenario for replacing a user.

Note:
  1. If all ownerships of the deleted user are already transferred, Transfer Ownership option will not be displayed in the Deleted Users column.
  2. Deleting a user will not reduce the number of user licenses for which your organization is billed. To downgrade user add-on, checkout subscriptions.
  1. If the replacement action involves more than 1000 cards, the request will require additional time and hence will be scheduled. Once the replacement is done, you will be notified via email.
  1. If the deleted user has configured any custom functions and connections they will be disabled.
  1. Custom fields will be updated during user replacement, even if a card is locked.
  1. Custom field updates performed to the card during user replacement will not trigger Business Rules configured, if any.
  1. The user performing user replacement will not require field level permissions in Profiles to perform updates to custom fields during user replacement.

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