Replacing Users Across Multiple Projects

Replace users on multiple project and project assignments as employees leave, your company undergoes reorganization, or you need to otherwise edit team members in mass. You must be a Process Manager or Idea Manager with Manage Team rights to replace a team member on all projects. Replacing users across multiple projects includes reassignment in the following areas:

• Deliverables
• Activities
• Workflow action owners
• Gate keepers and gate owners
• Project team members and leaders
• Non-Accolade tasks.

To successfully reassign a user on projects and assignments, ensure that the user being assigned has similar roles, rights, and security as the user being replaced. User replacement respects project security. Users will not be reassigned to projects they do not have access to.

To replace a user across the system:

1. From the Workspace menu, select Team Management > Find and Replace Team Members.
2. In the Find User section in the left panel, click [None].
3. In the Select a User dialog, select the user in the list to be found and replaced.
To filter the list of users, enter one or more search criteria to filter by name, login name, email address, function, or extended field. More...
• Clicking Select current user will select the current user as the user to be found and replaced.
• Selecting a Function in the drop-down displays available users that are assigned to the function.
• Clicking the Show advanced filters check box displays or hides the additional filter options.
• In the Active/Inactive drop-down, select to filter users by active, inactive, and deleted status from the following options:
• Active Users Only - excludes deleted and inactive users.
• Show All Users - displays active, inactive, and deleted users.
• Inactive or Deleted Users - displays only users marked as inactive or deleted. Both display as grey italics.
• Clicking Clear removes the current user assignment, and displays [None] to indicate that no user is assigned.
4. Click Done to exit the dialog.

Project name, project ID, user assigned, and specific assignments generate for the selected user, but only projects you have visibility into display.

5. (Optional) In the top right corner, do any of the following to refine the project list. More...

   • Sort - Sort by project name, project ID, or selected metric in ascending order in the Sort field in the top right corner.
   • Filter - Click to select the project name, project ID, and selected metrics to refine the project list to better meet your needs. Filter preferences are only used to refine the current view and cannot be saved.

   Setting filters after you have defined user replacements may discard pending changes.

   • Select Metric - Click to select up to three metrics to display addition project information. Search for metrics by category or metric name.
6. Select the check box for projects on which to replace the user.
7. Click Replace on Checked in the left panel and select the new user to assign.

To filter the list of users, enter one or more search criteria to filter by name, login name, email address, function, or extended field. More...

• Clicking Select current user will assign the role to the current user (if they have the appropriate rights).
• Selecting a Function in the drop-down will display available users that are assigned to the function. The current selection defaults to the function to which you are assigning a user, however depending on the project configuration, you can assign any user.
• Clicking the Show advanced filters check box displays or hides the additional filter options.
• Clicking Clear removes the current user assignment and displays [None] to indicate that no user is assigned.
8. Click Done to exit the dialog.

The user selected to replace propagates to all checked projects and assignments.

Modify user replacement as necessary by selecting the appropriate check boxes and a user in the Replace on Checked field to replace with more than one user. Replace users on individual projects and assignments by changing the user under the project name.

To remove previously selected users from the field, click Clear in the Select a User dialog.

Important! Review your user updates carefully. You cannot return to the original project list or undo changes after clicking Apply to save your changes.

9. Click Apply to save your changes.

Projects that failed to replace users display. Otherwise, the users were successfully replaced on all projects.

Notes:    To remove a user selected to replace, click the Replace on Checked field and click Clear. This removes the user reassignment on all checked projects. To replace or remove a user on individual projects or assignments, click the user under the project name, select the user to reassign or clear user, and click Done. Click Apply to save your changes. Deliverables and activities with applied conditions display regardless of condition visibility settings applied elsewhere in the system. The conditioned deliverables will still respect visibility on project. User replacement still applies to all deliverables and activities regardless of conditions. See Conditioning Deliverables and Activities Overview for more information on deliverable and/or activity visibility within a project. Updating users on the Find and Replace Team Members page will not update owner assignments where status is Completed. The original owner is still listed as the owner of record for the document for reporting purposes. If the Enforce Project Security for Add Team Member system parameter is set to 1, or the Enforce Project Security option is set for the project, only users who have access to the project through security definitions will be successfully reassigned.