Transfer document owner, approver and reviewer

Step-by-step Instructions:

1. Click on Documents
2. Click on Document Management
3. Click Transfer Document

• The menu will be enabled based on the "Transfer Document Ownership" Permission for the logged-in user. 
• Filter criteria to transfer documents. 
  • Transfer- Options to select who will be transferred -- Owner, Coordinator, Owner or Coordinator, Approver or Reviewer).
  • Existing Users To Be Replaced -Display users Based on all the documents (Active, Inactive , Delete).
  • Replace with User - Display users having document edit permission, as per the selected location.
  • Reason for Ownership Transfer - Information for a reason to transfer the user. Which will be updated to the transfer log as reason for transfer
  • Documents - 
    • When selecting “All Documents in Public Folder”, Don't display Document Folder or Document Name fields. Replace the user in all documents where the user is owner, coordinator,  reviewer or approver based on selection.
    • When selecting “All Documents By Public Folder”, display the Public Document Folder(s).  Users may select one or more folders.  Replace the user in all documents in the selected folder(s) where the user is owner, coordinator, reviewer or approver based on selection.
    • When selecting “All Documents By Private Folder”, display the Private Document Folder having access to Replace with the user.  Users may select one or more folders.  Replace the user in all documents in the selected folder(s) where the user is owner, coordinator, reviewer or approver based on selection.
    • When selecting “Selected Documents By Public Folder”, display the Document field.  The field should display the same details[Document Name + Version + Status + Primary Folder]. Only documents currently in Final Status and future versions should be displayed. Users may select one or more documents.  Replace user name in all selected. Document common to "Existing User To Be Replaced" and "Replace with User" based on the folder assignment.
    • When selecting “Selected Documents By Private Folder”, display the Document field with documents  having access to Replace with the user.  The field should display the same details[Document Name + Version + Status + Primary Folder]. Only documents currently in Final Status and future versions should be displayed. Users may select one or more documents.  Replace user name in all selected.
  • Document List 
    • Documents where the user is owner, coordinator, and/or reviewer approver based on selection.
• Transfer Log
  • All transfers should be recorded and maintained in the Audit Trail as Actions for every affected document.  

  • Action

    • Transferred By
    • Date/Time Transferred
    • Reason for Transfer

    Document Owner Transferred From “xxxx” To “xxxx”

    Action

    • Transferred By
    • Date/Time Transferred
    • Reason for Transfer

    Document Coordinator Transferred From “xxxx” To “xxxx”

    Action

    • Transferred By
    • Date/Time Transferred
    • Reason for Transfer

    Document Reviewer/Approver Transferred From “xxxx” To “xxxx”

Note:  Only replace owner, coordinator, and/or reviewer/approver in the current Final version of the document and future versions still in progress (not yet final and released) in the Document Details screen.  Do not replace in Document Details maintained for previous versions (i.e., maintain existing Document Details in Version History).  Also, do not replace names in the historical data preserved for past events - i.e., Audit Trail, Periodic Review history (cards), Review/Approval already completed (cards), etc.  

Field Information Table

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