An admin user can reassign matters, unfinished tasks, and participant roles from one user to another. For example, you may need to replace an outgoing member of your administrative staff such as your office manager. Typically, you want to preserve historic information (e.g., the former manager's name still associated with file notes) but you want to reassign all incomplete tasks to the new office manager.
TIP: With the Reassign User workflow, you can choose what type of items you will reassign, but you don't have control over the specific items you can reassign. It is all or nothing. Because of this, this workflow should primarily be used to assign the work items for a user who has left the firm to another user. It should not be used for temporarily reassigning tasks when a user goes on leave. For example, let's say Sophie is taking short-term leave. In her absence, you could assign her items to Kathy. However, when Sophie returns to the office, there is no way to separate out her original tasks from Kathy's to then reassign back to Sophie.
To reassign users:
- In Actionstep, go to Admin > Users & permissions. The Users & Permissions page appears.
- Click Reassign User. The Reassign User page appears.
- Click the Reassign from drop-down list and choose the contact the data is currently assigned to.
- Click the Reassign to drop-down list and choose the new contact you want to assign the data to.
Additional options appear.
- Select the Assigned matters, Assigned tasks, and Matter parties you would like to reassign.
- If the user you are assigning from is the Primary owner of restricted matters, select the type of restricted matters you want to reassign to the new user (e.g., Active, Inactive, Closed). (See Reassigning a Restricted Matter to Another User (Admin) below for complete instructions.)
- Click Reassign to save and make the adjustments.
Reassigning a Restricted Matter to Another User (Admin)
Admin users with the correct permissions can reassign a restricted matter from one user to another. This is done when reassigning matters, tasks, etc. from one user to another in the Admin > Users & permissions area of Actionstep.
To make these kinds of changes, an admin user must have authority to issue, remove, and edit user profiles in Actionstep. (This role is typically known as an admin with authority).
Before you begin:
- An admin user must go to Admin > General settings > Feature preview and toggle Reassign Restricted Matter to on.
To reassign a restricted matter from one user to another:
- In Actionstep, go to Admin > Users & permissions. The Users & Permissions page appears.
- Click Reassign User (on the right side of the page). The Reassign User page appears.
- Click the Reassign from drop-down list and choose the user who currently has access to the restricted matter.
Once you select a user, if that user is responsible for any restricted matters, you will see them listed in a section below called Restricted matters as owner. Matters will be grouped based on whether they are Active, Closed, or Inactive. - Click the Reassign to drop-down list and choose the new user who will be given access to the restricted matter.
-
Select the group of restricted matters you want them to take ownership of. For example, if you want them to take ownership of only active matters, select the Active checkbox.
NOTE: The number of matters in this group appears in parentheses.
- Click Reassign to apply and save the changes.
Once the restricted matter is reassigned to the new user, the original user will no longer have access to it. Any other user who was given access to the restricted matter by the restricted matter owner will still have access.
Additionally, an email will be sent to both the original and new owner, notifying each of them of this change. (This notification can help safeguard against intentional or unintentional misuse of matter restriction.)
Finally, details of this change will be permanently recorded in the audit log (which an admin can access by going to Admin > Audit logs & reports > Admin audit log). Like the email notification, this creates a permanent record of the change in case it is queried later. Admin users with authority can also view a list of restricted matters, which includes information about the matter as well as who the matter was assigned to, who restricted the matter, and whether the person that restricted it is an owner of the matter.
ADDITIONAL NOTES ABOUT REASSIGNING RESTRICTED MATTERS:
• When completing the reassignment, configure a system
mailbox so both the Reassign from and Reassign to users
receive email notifications.
• When reassigning restricted matters, a primary owner
of a restricted matter is the person who first restricted the matter and
has
control over who else can access the matter.
• If the user does not have any matters where they
are
the primary owner, the section will not be available.
• This option to re-assign restricted matters will
only
be available to an admin user who has permission to act on behalf of the
organization
(i.e. can issue, edit, and remove log-ins to the Actionstep system).
• When a restricted matter is reassigned, the user
in both
the Reassign from and Reassign to fields
will
receive an email notification of the change. The action is also logged in
your
system's audit log.
Additional Resources:
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