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Reassigning Workflow Owner

Is it possible to work on an enhancement to allow Vault to replace the Workflow Owner, as well as any tasks assigned to the workflow owner? Currently, if a user leaves the company or agency, you cannot set this user to Inactive until their workflows are complete. This is problematic when you are running close on external or internal user licenses and/or workflows are delayed in being completed.

Second, you cannot reassign the workflow "owner" - which means you have to "replace participant" in each individual document to ensure all future tasks in the workflow are routed to the correct user. This is extremely time consuming as it cannot be done by a bulk update.

6 comments

  • Avatar
    George Lee Official comment

    Hi, The ability to replace any participant, including workflow owner, is on the roadmap.

    Rob, It sounds like in your suggestion, you would like to see the ability to replace a user both in workflow participant, and Sharing Setting roles at the same time?

  • Avatar
    Rob Rimmer

    Yes,  I'd up vote this 20x if I could.

    This exact scenario is a constant re-occurring issue for us as well.

    We bulk replace an owner who has left.  We bulk replace their workflows.  We deactivate their license.

    And nothing works for anyone unless we reactivate the terminated employees license.

    I've also seen this issue where the user isn't inactivated but is reassigned to a read only role where previously they were listed in a workflow.

    It'd also be nice to have just a 1 click functionality that allows for bulk replacing all 'in process' instances of a specific user with a new individual for both record roles and workflows without having to run separate bulk replacement streams. The way it currently works feels awkward.

     

  • Avatar
    Paul Kim

    We would also like the ability to change a workflow owner.

  • Avatar
    Rob Rimmer

    Correct.  For us typically if we're doing one then we often need to do the other (employee leaves - we need to replace them both in the sharing settings role as well as in any active workflow they were in).  Having this be a single operation would be welcomed.

     

    thanks

  • Avatar
    Stacy Chou

    Hi George, I was wondering if I could ask if there has been a solution to this situation yet? We are experiencing a similar issue where changing the Owner under Sharing Settings does not update to change the workflow owner. Could you please advise if there's anything I could do? Thank you!

  • Avatar
    Manish Kumar

    Hi George:

     

    Has this been taken into consideration yet? Bulk update of workflow owner, Workflow task etc.?

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