Transfer File Ownership

Use the Transfer File Ownership screen to transfer draft files from one user to another or to transfer or delete orphan files (not assigned to a user). You must be an administrator with permission to set up users and you must have edit rights for the site and area associated with the documents.

Tip: To find all procedures that a user has in progress, run the Procedures in Progress report. See Run Reports.

To access the Transfer File Ownership screen:

• Point to the Setup & Admin tab and select Transfer File Ownership.
• Deactivate a user, or remove write permission. (To deactivate a user, remove his or her ability to log in to the website. See Edit User Details.) When you see a message that warns that the user has files in progress, click Save, Update Files.

To transfer ownership (or delete):

1. Under step 1 Select type of files, choose either All files or Orphan files. If you choose Orphan files and none exist, the list is empty.
2. Under step 2 Select a user below to see their files, click on the user whose files you want to transfer or delete. That user's draft documents display. Tip: If the list is long, filter the list of users by typing part of the last name, first name, email address, or choosing a site in the fields at the top of the list.
3. Under step 3 Select files and reassign to a new owner ..., select the documents you want to transfer or delete. If more than 10 documents have been orphaned, the list continues onto multiple pages. (You can change the number of documents shown per page with a drop-down list at the bottom of the page.) To select:
   • Only the documents displayed on the current page, select All on page from the Select drop-down list.
   • All documents on every page, select All xx, (where xx is the total number of documents) from the Select drop-down list.
   • Individual documents, click the check box for each document you want to transfer or delete. Select only documents on the current page. Navigating off the current page clears your selections.

4. Either transfer or delete the files. Delete is only available if you selected Orphan files in step 1.

   • To transfer:  From the Select New Owner drop-down list, choose a new owner for the files, then click Reassign. File ownership immediately transfers and a confirmation message displays.
   • To delete:  Click Delete, then at the confirmation message click Delete again. The file is deleted and the document removed from the list.