Move records to another User (Change Owner utility)

Created by Martin Parkinson, Modified on Mon, 18 Dec 2023 at 01:16 PM by Graeme Orchard

From time-to-time users leave or are replaced by other database users. For example one user leaves and is replaced by a new user who wishes to inherit ownership all their previous candidate records. In these cases it is common to want to move the "Owner" for their records.

The Influence database has a tool to help you do this.

When swapping records from one user to another it is best to do this logged in as the Admin (ADM) user. (Or a user with a high priority level and access to these features)



Contents


TABLE OF CONTENTS







How to Swap Records from one UserID to Another

Login as the user "ADM" (or a suitable high-priority user) and choose Maintenance>Tools>Change Owner Utility.


 When the option opens, use the drop-down to select the type of record to move, then use the drop-down to select the previous/New owner


 

Tip: If you are doing this because a particular User/Consultant has LEFT, then after you have moved their records to a new 'owner' you may also wish to HIDE their UserID from Drop-down lists so that they no longer show up in the Consultant Drop-downs in the system


If you wish to HIDE a user from Consultant drop-downs (usually because they have left) it can be done in the following way.

Go to Maintenance > Setup > User Profiles

Click [... ] and choose the relevant UserID

You may want to tick Hide User [   ] to prevent them showing-up in any Consultant drop-down lists. You may also want to tick Disable Login [  ]


Once done, click [OK]  to save your changes for this UserID



UPDATE: From version 1.00.23.320 or later, the Change Owner Utility has been enhanced to allow Booking Headers & Bookings (Shifts) to be moved after a cut-off date.

IMPORTANT: In the case of the Booking Headers, the entire booking must occur on/after the cut-off date in order to be moved, otherwise it will remain assigned to the original Owner on the Booking Header record.

e.g. If a booking ran from 07/08/2023 - 17/09/2023, and bookings were moved using a cut-off date of 18/08/2023, then the booking header would not be re-allocated since some of the dates refer to a period before the cut-off date, and hence the WHOLE booking does not qualify to be moved.




EXAMPLE 1

If there were 25 candidates with the 'owner' set as UserID JOAD (John Adams) which we wanted to move have JECL (Jenny Clark) as their owner, then we would use the tool, set the Selection to CANDIDATES and then set

From: JOAD   (John Adams)            To: JECL  (Jenny Clark)

All 25 candidates would then have their 'Owner' changed to the newly selected UserID.





[Swap Records for users, move records to new user, user record move, new user after user has left, change owner]

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