Deleting vs Transferring Ownership

A user has left the organisation, should I delete the user or transfer ownership to another user?

First, IT can delete the relevant user from the active directory group of MAGIQ Users; or any other group that the user belongs to.
This will stop the LDAP service from trying to enable the user in MAGIQ Documents. (Cloud customers do not need to worry about this step.)

There are two options for removing a user:

Option 1 – Deleting.

What happens when a user is deleted?

Documents

• Document Properties:

  • 'Owner name' appears as users name (Deleted User) eg John Smith (Deleted User).
  • 'Register By' name remains as the original user’s name eg John Smith.
  • Version information - 'Author' name appears as the user’s name eg John Smith.

• Completed Tasks:

  • 'Task Owner' name remains as the user’s name eg John Smith.
  • 'Assigned By' name remains as the user’s name.

• Pending / Outstanding Tasks:

  Deleting a user from manage users, if outstanding tasks or workflows exist, a prompt of “This user has workflow roles and tasks and cannot be deleted” will display.

  Options Available are:

  a. Complete the tasks.

  • Log in as that user. If you do not know what the password is, you will need to change it within MAGIQ Documents.

    • Within Control Panel – Manage Users
    • Highlight the relevant user.
    • Click Properties.
    • Click the Edit button next to the username in the general section.

    Note what the 'Authentication Type' states within the 'General' Section.

    An authentication type of NATIVE indicates that the user has been created manually; therefore, you can change the password.

    An authentication type of your organisation name eg MAGIQ indicates that the user has been added via active directory. Or, for Cloud Customers MAGIQ will display to indicate that it is using MAGIQ Authentication.

    You will need to change the authentication type to NATIVE and enter a password. Once completed the tasks, change the authentication back to your site name.

  • Click the My Tasks Tab and complete relevant tasks.

  Or

  b. Reassign the tasks to a relevant user.

  Or

  c. Transfer the tasks or workflows to a relevant user who will complete them.

Folders

• Folder Properties

  • Owner name appears as John Smith (Deleted User).
  • Registered By name remains as John Smith.

To delete a user:

• Within Control Panel – Manage Users.
• Highlight the relevant user.
• Select Delete.
• Click Delete.

Option 2 – Transferring Ownership

Using this option transfers everything from the “old” user to the “new user”.

Documents

• Document Properties

  • Owner Name will reflect the “new” user.
  • Register By Name remains as the “old” user.
  • Version information – Author name remains as the “old” user.

• Completed Tasks

  • Task Owner name remains as the “old” user.
  • Assigned By name remains as the “old” user.

• Pending / Outstanding Tasks

  • Task Owner name is the “new” user.
  • Assigned By name remains as the “old” user.

Folders

• Folder Properties

  • Owner Name will reflect the “new” user.
  • Registered By name remains as the “old” user.

To Transfer Ownership:

• Within Control Panel – Manage Users.
• Highlight the relevant user.
• Select Transfer Ownership.
• Click the Select button to choose who you want to transfer the ownership to.
• Click Ok.
• Select which items you want to transfer such as Library memberships, User Group memberships, Library Management Roles, Permission Assignments, Workflow Roles, Document Subscriptions, Folder Subscriptions, and document expiration notices.
• Click Ok.