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Reassigning Document Owners

The document owner plays a central role in the process of getting a document or questionnaire from draft stage through to approval. Once a document/questionnaire is approved, the document owner is responsible to periodically review and create new versions of the document/questionnaire. When you need to reassign or archive document owners due to changing responsibilities or when document owners leave the organization, you can easily reassign those owners' documents/questionnaires to other document owners.

There are two ways to reassign document owners:

Before deleting the user or removing the user's document owner role, use Reassign Document Owners in User Manager to list and reassign that document owner's documents/questionnaires.
If you archive the user or remove the user's document owner role without reassigning the user's documents/questionnaires, you will receive an email prompting you to reassign them. A Reassign task will also be placed in the My Tasks list. Click the link in the email or task to reassign the documents/questionnaires.

Reassign Documents/Questionnaires before Removing a Document Owner

Click System Settings, click User Setup, and then click User Manager.
Click Reassign Documents.

If multiple sites exist, select the site containing the document owner whose documents you need to reassign.
For Select By, click Document Owner.

Select a document owner.

Select the documents you want to reassign. To quickly select all of the documents, click Add All From [document owner].

Note: If you don't want to reassign all of the documents to a single document owner, select the set of documents you want assigned to one of the new document owners.

Under Document Owner near the bottom, select the site the new document owner is assigned to.
Select a new document owner.

Click Reassign, and then click OK.
(Optional) If there are documents remaining in the list that you want to assign to a different document owner, repeat steps 3 through 9 above.
Close the Reassign Documents window.

Reassign Documents after Removing a Document Owner

Click My Tasks, and then click Reassign to show reassignment tasks.

Click Reassign Documents.
Select the documents you want to reassign.

Important: Be sure to scroll down to see additional documents.

Note: If you don't want to reassign all of the documents to the same document owner, select the set of documents you want assigned to one of the new document owners.

If multiple sites exist, select the site containing the new document owner.
Select a new document owner.

Click Reassign, and then click OK.
(Optional) If there are documents remaining in the list that you want to assign to a different document owner, repeat steps 3 through 6 above.
Close the Reassign Documents window.