Question:

What is Replace Participant within an active workflow for Vault PromoMats or Vault Medical?

Answer:

Replace Participant: This action replaces a user participating in the workflow for all currently assigned tasks, all future tasks, and all future notifications. If the user is in multiple workflow roles, the new user is assigned to all of those roles. 

Vault enforces allowed users for roles when replacing participants. A workflow participant can only be replaced with users that have the same allowed group access.

Example: If replacing a user assigned to the regulatory role, only other users in the regulatory role for replacement can be selected. 

This action may be taken from the  Timeline View or Active Workflow View::

To Replace Participants from the Timeline View, please use the steps below:

1. Navigate to the document.
2. Click on the Timeline View from the Doc Info pane.
   
   
   
   
3. Click the Action menu and select Replace Participant.
   
   
   
   
4. Select the Current Workflow Participant and the Replace Current Participant With.
   
   
   
   
5. Once completed, click Submit.
6. Vault notifies the current and new participants of the action.

To Replace Participants from the Active Workflow View, please use the steps below:

1. Navigate to the document.
2. Click the Active Workflow button.
   
   
   
   
3. From the Action menu on the top right, select Replace Participant.
   
   
   
   
4. Select the Current Workflow Participant and the Replace Current Participant With.
   
   
   
   
5. Once completed, click Submit.
6. Vault notifies the current and new participants of the action.

Related Documentation:

Vault Help:

• How to Replace Workflow Participants
• Using Document Workflows