Bulk Record Reassignment

  • Updated

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The ‘Bulk Record Reassignment’ function is designed to transfer all records assigned to one user to another. For instance, this may occur when an assigned user leaves the organization, switches departments, or when there is a change in management.

Prerequisites

  • The new assignee must have an account in the system before records can be assigned to them.

  • The user performing this must have ‘Administrator’ access.

Notes

  • Reassigning roles on records is not easily reversible. You must ensure that all updates are deliberate and intentional.

  • This function only supports reallocation of roles on Procurement, Contract, and Evaluation records.

  • Assignees can only be reassigned for one record type at a time.

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

Instructions

1. Access system settings

Go to Home then, click on the 'System Settings' button in the bottom right corner.

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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 Type of Record to be Reassigned

From the dropdown menu, select the name of the form that contains the records to be reassigned. Then, 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. Then, click the 'Next' button.

6. Review and Verify Records Affected by the Reassignment

Review the table to ensure the records to update are correct before proceeding.

Download a copy of the table containing the list of records for the selected form type where the user to be reassigned holds a role (e.g., Procurement Officer or Procurement Manager) 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.

Note: Since this action is not easily reversible, please ensure that you truly want to reassign the records to the new user before proceeding.

8. Repeat Steps for Other Records

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