Reassigning projects when deactivating a user

[jeffreys7270994]

I'm sure that I'm missing something very obvious, but does anyone know of a good way to change project owner from one person to another after deactivating a user? It seems that I can't use the deactivated user in filters. I guess I could always reactivate them and filter that way, but wanted to check first. Thanks! Jeff Smith loanDepot

[SkyeHa]

you can use them in filters, but you have to locate them using their GUID. All you have to do is go to their user profile page, and copy that string of letters and numbers at the end of the URL, and then go back to your filter and paste that string in, and the user will show up. -skye

[jeffreys7270994]

Thank you, Skye! Appreciate the insight! Jeff Smith loanDepot

[LouiseRe]

Hi Jeff, We use prompt reports to check for owned projects, assigned tasks, owned templates, assigned template tasks, approval users and assigned issues which we run before we deactivate a user. That way we can move all their allocated objects to another user then deactivate their login. Hope this helps. Louise Louise Reynolds Premier Farnell Senior Global Marketing Workflow Specialist

[LouiseRe]

And so if they are already deactivated then I believe the only way is to reactivate the user. Louise Reynolds Premier Farnell Senior Global Marketing Workflow Specialist

[AnthonyIm]

Hi - we just have a report per business unit with projects where the project owner is not active. That way my Super Users/Group "admins" can see projects with deactivated owners and then they can bulk edit to reassign. (I group the projects by Portfolio as that helps the Super Users know how projects are reassigned). I also have an assignment report we use, but that one isn't quite as helpful because you can't inline edit or bulk edit that. Anthony Imgrund FCB

[AnthonyPernice]

When I'm aware that someone is exiting (working on improving that particular information stream with WF thankyouverymuch), I run a few reports to search for any unresolved issue, incomplete task and project they own or are assigned to. I send those reports to their manager for reassignment. Anthony Pernice Healthcare Consultancy Group

[Doug_Den_Hoed__AtAppStore]

Hmm...Anthony, a "https://www.theverge.com/2019/4/25/18516004/amazon-warehouse-fulfillment-centers-productivity-firing-terminations">recent article made me wonder how you're improving on your awareness via WF that someone is Exiting. If you're at liberty to comment further, please do: sounds intriguing (and a bit spooky). Regards, Doug Doug Den Hoed - AtAppStore Got Skills? Lend a hand! https://community.workfront.com/participate/unanswered-threads

[AnthonyPernice]

WOW, I definitely wasn't looking to be all Big Brother about it. That really seems unpleasant. My focus was simply on ensuring that a) as our main WF admin, I'm aware that someone is exiting so I can deactivate them on time and b) run those reports so we can pick up the slack. I've had some initial meetings with our HR team to onboard them and manage some basic (i.e. non-confidential) information about new hires and those exiting the company so we can ensure it all goes smoothly. For new hires, there's currently an email distribution list and everyone on it is just supposed to get their part done on time, without any way to track it all. For people exiting, there's *usually* an email, sometimes in advance, sometimes not and no way to track that access to email, Workfront etc has been turned off, supplies returned, etc. Anthony Pernice Healthcare Consultancy Group

[Doug_Den_Hoed__AtAppStore]

Thanks Anthony, Yeah, a tough article to read. On the WF side, thanks for confirming; I was fishing to see if you'd considered "trending" for exits, but given the voluntary and sporadic nature of Workfront (and any such software, really), don't think it's viable to do so. Which is probably a Good Thing. As for getting official notice of an Exit as a SysAdmin (for wind-up purposes), on a few occasions, I've modeled an "Termination Date" in custom data and attached it in a SysAdmin only section of a User custom form...but even with those extra security precautions in place, given the sensitive nature of an exit, am not sure I'd recommend that approach. Where it does need to be tracked, for the bit of extra scrambling involved (especially where SSO might kick in before a WF SysAdmin is aware of the Exit), my suggestion would be to hold off entering "Termination Date" until the day of (or after) to avoid an inadvertent and uncomfortable premature reveal. Reminds me a bit of the old joke, where Sam asks "Billy, why do you look so sad?" and Billy says "Cuz I just noticed that my Driver's License says next September 8th is my Expiration Date" Regards, Doug Doug Den Hoed - AtAppStore Got Skills? Lend a hand! https://community.workfront.com/participate/unanswered-threads