Folio resolves several user management issues by enabling an administrator to manage a User's responsibilities in one place.
In the User's profile in Folio you can replace or remove users from everything that they are responsible for. This includes:
- Person Responsible for Folios
- Owner of Drafts
- Person Responsible for Actions
- Escalation User for Actions
- Person Responsible for Checklists
- Escalation User for Checklists
- Person Responsible for Checklist Reviews
- Escalation User To
- Approver for Folios
- Folio Workflow Escalation User
- Notified Person for an Automations Notification
- Person Responsible for Actions inside of an Automation
- Person Responsible for Checklists inside of an Automation
- Escalation User for Actions inside of an Automation
- Escalation User for Checklist inside of an Automation
- Being used in an Update Fields Automation on the Person Responsible field
- Credential Approver
- Ownership of Reports
- Ownership of Insights
- Ownership of Integrations
- Report Subscriptions
- Person Responsible for Documents
- Escalation user for Documents
- Approver for Documents
- Default escalation user for Documents
- Folios where they are selected on a user lookup
Inside of each of these sections you will be able to replace or remove the user from the records you selected, For example in the below screenshot I will be replacing the user Aaron on the 2 records that have been selected
To use this functionality, Click on Admin and select Users. Select the user that you want to retire. You will see that below the User details, there are Headings (they are minimised in the first instance but you can expand the accordions to view the full details by clicking on the arrow to the right of the heading.
When you open up the Accordion, for example Folios, you can see all of the Folios that the user is responsible for (this can include contracts, risks, incidents and more). You then have 2 options available to you -
- Replace the User - this can be used in any scenario and the user can be replaced by one or multiple users.
- Remove the User - this can only be used where there are already more than one other user responsible for the Folio or action. Clicking on this will remove the retiring user.
Replace the User
To replace the user, either select specific items by using the tick boxes or all items using the tick-box on the top left hand side of the table.
Click on Replace the [User Name], you will be prompted to select the person that you wish to be the replacement user. Select the new user/s and click on Confirm.
Remove the User
In the case where there are multiple users responsible for a Folio, Approval, Checklist or Action item, you are able to select Remove a User
You will be prompted to confirm that you would like the user to be removed from this item.
Please Note: When replacing or retiring a user with Report Subscriptions and transferring them to another user, the following exceptions apply if the new user is already subscribed to the same reports:
- If a subscription already exists, it will not override the user's existing personal subscriptions. For example, if the replacing user is already subscribed to the same report (possibly with a different frequency), their subscription will remain unchanged.
- If the subscription is not in the same business unit then Folio will still retire the user and show a message listing all the subscriptions which were not transferred and the reason.