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Termination/Work Handover/Restore Permission

For an organization member, if his job changes or he leaves, he needs to transfer his job; if he leaves, he should be removed from the organization; if he rejoins, his permissions can be restored.

I. Work Handover​

When an employee's work changes or he leaves, a work handover is required.

Entrance to Work Handover​

As shown below, Organization Admin goes to [Org Admin] > [Member and Departments] and finds the target member who needs to hand over the work. Click the button on the right, or click the member's name, you can see the [Transition] button.

In the pop-up window, it shows the work that needs to be handed over.

Check the work that is to be handed over and select the member to whom it is to be handed over. Multiple handovers can be performed, handing over different work to different members.

Work that can be handed over​

  • Workflows to be processed by the user

    Workflows that are waiting to be approved or filled by the user can be handed over to other members. As shown below, there are 9 workflows waiting to be approved by the user and 2 workflows waiting to be filled by the user that can be handed over to others.

  • Workflows in which the user is added to one of the nodes

    For example, in the [Approval] node the user is added as the approver, and in the [Update Record] node, the user is set as the owner.

Work in the Collaboration module can be handed over after the user has left the organization.

II. Termination/Remove Account​

  • Single User

    Organization Admin goes to [Org Admin] > [Member and Departments] and finds the target member who needs to hand over the work. Click the button on the right, or click the member's name, you can see the [Termination] button.

  • Batch Actions

    Up to 50 members each time.

After Termination​

If a member leaves the organization, he will

  • Automatically exit the organization

  • Exit all applications in the organization

    • If he is an application owner, the ownership will be transferred to the Enterprise Assistant. Or the Organization Admin can transfer the ownership to someone else in the application list on the organization management page.

  • Exit all groups, tasks, and projects in the organization

    • If he is the group administrator, task owner, project owner, or folder owner, he can hand these over to other members before leaving the organization, otherwise they are transferred to the Enterprise Assistant.

Can I still view business data after I quit my job?​

NO!

When users leave the organization, they are automatically exited the joined apps, groups, tasks, projects and folders. All data within the organization will not be visible to them, and even if they try to view the data through a history notification message, it will show that they have no permissions.

A user who has left the organization can also be invited as an external collaborator to join applications and groups, but he can only view joined modules.

III. Work Handover After Termination​

When a member departs, the following work can still be handed over:

  • Applications and workflows that have not been handed over (it is recommended that the handover be done before the departure)

  • Groups, tasks, projects, and folders in the Collaboration module that the member owns

Organization Admins go to the [Member and Department] > [Terminated] on the organization management page.

  • Find the member who wants to quit and click the button on the right. View more details

  • Click [Handover Collaboration] in the upper right corner of the page to transfer ownership of groups, tasks, projects, and files.

Work Handover in Collaboration​

For the work handover in the Collaboration module, the following takes the project handover as an example:

  1. Hand over only the current project to a member.
  2. Handover the checked multiple projects to a member.
  3. Hand over all the projects owned by the departing member to a member.
  4. Hand over the groups, projects, tasks, shared folders, and approvals of the departing member to a member with one click.

How to hand over applications and records​

It does not support the handover of member fields in applications as well as worksheet records for now, and it has to be done manually.

  • Transfer application ownership

    Organization Admins can transfer application ownership in [Apps] on the organization management page.

  • Hand over records in a worksheet

    It is possible to locate records owned by departing personnel based on filters and batch modify the owner or members fields of those records.

    How to select the departing member when filtering records in the worksheet:

    When filtering, select from Contacts, and enter keywords, you can see the departing members.

IV. Restore Permission​

How to restore permissions:

  1. Click the profile photo and select [Org Admin] > [Member and Department].
  2. Select [Terminated].
  3. Find the members who have already left, and click [Restore] on the right.

After the permission is restored, the applications and groups joined before are not automatically restored, so he/she has to join them again.

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