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• The functionality to bulk re-assign items from one user to another enables the quick transfer of tasks and responsibilities when a user moves locations, changes role or leaves the organisation.

• The following items can be reassigned in bulk using this feature:

End Dated Users

• Users that have an end date set (and are therefore expired and unable to access the system) but still have items assigned to their user profile should have these items reassigned to other users.

• From your Admin menu, under the Bulk Assignment header select End Dated Users.

• The list of users with an end date and any assigned items are listed.

• Click on the assigned items to assign to other users (see further details below).

• If this End dated users list is blank, you do not have any end dated users in the system with outstanding items still assigned. 

Line Manager

• From your Admin menu, under the Bulk Assignment header select Line Manager.

• Here you will see all users and their current line manager. Use the filters and search options to find the users you want to reassign the line manager - you will be able to see the current line manager on the right-hand column.

• Select each user by clicking the selection box.

• In the top drop down, select the new line manager and click the Assign to X selected users button. 

• A user must have been assigned at least one staff member to line manage individually (i.e. via the staff member's user record) before they appear in this bulk assign Line Manager drop down. 

• The users now have the new line manager set.

Event Workflow 

• From your Admin menu, under the Bulk Assignment header select Event Workflow.

• Here you will see all outstanding event workflow tasks and the user they are currently assigned to. Use the filters and search options to find the event workflows you want to reassign and select the workflow tasks you wish to reassign by clicking the selection box.

• In the drop down select the new owner and click the Assign to X selected tasks button.

• The event workflows now have the new owner set.

Compliance Workflow

• From your Admin menu, under the Bulk Assignment header select Compliance Workflow.

• Here you will see all outstanding compliance workflow tasks, the user they are currently assigned to and the user the compliance task relates to. Use the filters and search options to find the compliance workflows you want to reassign and select the workflow tasks you wish to reassign by clicking the selection box.

• In the drop down select the new owner and click the Assign to X selected tasks button.

• The compliance workflows now have the new owner set.

Actions

• From your Admin menu, under the Bulk Assignment header select Actions.

• Here you will see all outstanding actions and the user they are currently assigned to, along with the type of action, e.g. Event Tasks, Action Plan. Use the filters and search options to find the actions you want to reassign and select the ones you wish to reassign by clicking the selection box.

• In the drop down select the new owner and click the Assign to X actions button.

• The actions now have the new owner set.

Documents

• From your Admin menu, under the Bulk Assignment header select Documents.

• Use the filters and search options to find the documents you want to reassign and select the ones you wish to reassign by clicking the selection box.

• In the drop down select the new owner and click the Assign to X documents button.

• The documents now have the new owner set.

Risk Categories

• From your Admin menu, under the Bulk Assignment header select Risk Categories.

• Use the filters and search options to find the risk categories you want to reassign and select the ones you wish to reassign by clicking the selection box.

• In the drop down select the new owner and click the Assign to X categories button.

• The risk categories now have the new owner set.

Scheduled Tasks

• From your Admin menu, under the Bulk Assignment header select Scheduled Tasks.

• Use the filters and search options to find the scheduled tasks you want to reassign and select the ones you wish to reassign by clicking the selection box.

• In the drop down select the new owner and click the Assign to X scheduled tasks button.

• The scheduled tasks now have the new owner set.

Audits (Original)

• From your Admin menu, under the Bulk Assignment header select Audits.

• Here you will see all outstanding audits, along with the name of the current Auditor (Owner) and Authoriser (Reviewer). Use the filters and search options to find the audits you want to reassign and select the ones you wish to reassign by clicking the selection box.

• Click the Next step (X audits selected) button.

• The selected audits are now displayed. Choose the new Auditor (Owner) and/or Authoriser (Reviewer) for each audit in the list as required.

• Click the Complete assignments button.

• The audits now have the new owner set.

Audit (New and Improved)

There are two options available.  Audit Workflows allows you to reassign individual sections of an audit (known as the “workflow”).  Audit Owner allows you to reassign the overall owner of an audit, if they owner is responsible for the workflow steps of an audit they will be reassigned these in addition.

Audit Workflows

• From your Admin menu, under the Bulk Assignment header select Audit workflows.

• User the filter options to find the audit workflow steps you wish to reassign.

• Choose the audit workflow steps you wish to reassign by selecting them individual or selecting the whole page.  If you wish to select more than one page, simply use the arrow options, and select all the pages that apply.

• Select continue and choose which user should be assigned the workflow steps.  Either individually against each step or choose the same user for all.

• Confirm your decision to make the changes.

• For more detailed information please see our separate guide here.

Audit Owner

• From your Admin menu, under the Bulk Assignment header, select Audit Owners.

• Use the filter options to find the user assigned to the audit you wish to reassign. If you wish to reassign a specific audit, choose it from the filter and any specific date ranges.

• Here you will see all outstanding audits, along with the name of the audit, the Region/Location, Audit Subject (if applicable), Audit Owner, Due Date, Stage, and Tag (if applicable). Use the filters and search options to find the audits you want to reassign and select the ones you wish to reassign by clicking the selection box.

• Click the Continue button.

• The selected audits are now displayed. Choose the new Auditor (Owner)  for each audit in the list as required.

• Click the Complete assignments button.

• The audits now have the new owner set.

• For more detailed information please see our separate guide here.