Transfer Responsibilities Tool
Learn more about the Transfer Responsibilities tool, including different types of responsibilities and instructions to use the tool.
The Transfer Responsibilities tool provides a way to transfer selected responsibilities from one user to another. This is especially useful if a staff member retires and another staff member takes over their job duties.
- The tool is available on the page or any pages that display users. You do not need to select users first.
- You'll select two users: one "From User" and one "To User". You can't divide responsibilities among multiple people. However, you can use the tool to print the information without processing the removal or transfer. Review the departing person's responsibilities and strategically plan how to assign their work.
- The tool identifies all the rights and records that currently belong to the person leaving their role, and you can select which ones to remove or reassign to the other person.
- Certain responsibilities are static and you can't configure them using a parameter. You must assign these to the To User. See more information under Configurable & Static Responsibilities.
- Once you complete the transfer, the tool removes responsibilities from the departing person. Depending on your selections, the tool either deletes them or transfers them to the other person.
- Consider the appropriate timing for using this tool! Remember that the departing person will no longer have rights to MinistryPlatform, and the other person will immediately have these rights.
Note: To use this tool, you must have access through your security role. SPoCs can grant user access to this tool.
Configurable & Static Responsibilities
Here's a complete list of records and fields that may be affected by the Transfer Responsibilities tool.
Note: This information assumes that the records and fields currently apply to the From User. SPoCs should review this before taking action.
Configurable Responsibilities
The following are the responsibilities you can delete (by default) or reassign to the To User. Changes will not occur until you click Remove/Transfer Rights & Records.
Important: Be sure to review these responsibilities before you transfer them to the receiving person. It may create a security issue if you accidentally grant the receiving person access to high security areas.
- Security Roles
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- Reassign: Security roles transfer from the departing person to the receiving person.
- Delete: Security roles will be removed from the departing person.
- Charts
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- Reassign: Dashboard charts transfer from the departing person to the receiving person.
- Delete: Dashboard charts will be removed from the departing person.
- Delegates
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- Reassign: Contacts for which the departing person is a delegate transfer to the receiving person.
- Delete: Contacts for which the departing person is a delegate will be removed.
- Global Filters
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- Reassign: Global filters transfer from the departing person to the receiving person.
- Delete: Global Filters will be removed from the departing person.
- User Groups
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- Reassign: User groups transfer from the departing person to the receiving person.
- Delete: User groups will be removed from the departing person.
- Page Views
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- Reassign: Page views explicitly associated with the departing person transfer to the receiving person.
- Delete: Page views explicitly associated with the departing person will be left alone and remain associated with that person.
- Sub-page Views
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- Reassign: Sub-page views explicitly associated with the departing person transfer to the receiving User.
- Delete: Sub-page views explicitly associated with the departing person will be left alone and remain associated with that person.
- Notifications (Page View, Sub-page View, Record, and Selection)
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- Reassign: Notifications transfer from the departing person to the receiving person.
- Delete: Notifications will be removed from the departing person unless those notifications have an associated template or user group. You can't remove notifications with templates or user groups; they will always transfer to the receiving person.
Static Responsibilities
If the following responsibilities exist for the From User, the action indicated below occurs.
Important: Be sure to review these responsibilities before you transfer them to the receiving person. It may create a security issue if you accidentally grant the receiving person access to high security areas.
| Responsibility | Action |
|---|---|
| Incomplete Tasks to Transfer | Incomplete tasks transfer from the departing person to the receiving person. |
| Group Primary Contact | Active groups for which the departing person is a primary contact transfer to the receiving person. |
| Event Primary Contact | Current and future events for which the departing person is a primary contact transfer to the receiving person. |
| Opportunity Primary Contact | Current and future or ongoing opportunities for which the departing person is a primary contact transfer to the receiving person. |
| Program Primary Contact | Current programs for which the departing person is a primary contact transfer to the receiving person. |
| Ministry Primary Contact | Current ministries for which the departing person is a primary contact transfer to the receiving person. |
| Form Primary Contact | Current forms for which the departing person is a primary contact transfer to the receiving person. |
| Process Manager | Any process for which the departing person is a process manager transfers to the receiving person. |
| Process Steps Task Owner | Any process for which the departing person is identified in a process step as "Task Owner" transfers to the receiving person. |
| Process Steps to Specific Contact | Any process for which the departing person is identified in a process step as "To Specific Contact" transfers to the receiving person. |
| Congregation Contact | Current congregations for which the departing person is a congregation contact transfer to the receiving person. |
| Congregation Pastor | Current congregations for which the departing person is a pastor transfer to the receiving person. |
| Congregation Plan a Visit User | Current congregations for which the departing person is a Plan A Visit User transfer to the receiving person. |
| Template User | Any template for which the departing person is a template user transfers to the receiving person. |
| Template From Contact | Any template for which the departing person is a From Contact transfers to the receiving person. |
| Template Reply to Contact | Any template for which the departing person is a Reply To Contact transfers to the receiving person. |
| Planned Contact Manager | Any planned contact for which the departing person is a manager transfers to the receiving person. |
| Planned Contact Next Contact By | Any planned contact for which the departing person is identified as "Next Contact By" transfers to the receiving person. |
| Building Coordinator | Any building for which the departing person is the building coordinator transfers to the receiving person. |
| Household Care Person | Any household for which the departing person is the care person transfers to the receiving person. |
| Care Cases | Current Care Cases for which the departing person is the case manager transfer to the receiving person. |
| Servicing | Any event service for which the departing person is the contact transfers to the receiving person. |
| Procedures | Active procedures for which the departing person is the designated User transfer to the receiving person. |
| Publications Moderator | Any publication for which the departing person is the moderator transfers to the receiving person. |
| Admin | If the departing person has Admin set to Yes on their user record, this field sets to Yes on the receiving person's user record. |
| Setup Admin | If the departing person has Setup Admin set to Yes on their user record, this sets to Yes on the receiving person's user record. |
| Can Impersonate | If the departing person has Can Impersonate set to Yes on their user record, this sets to Yes on the receiving person's user record. |
| Supervisor | Any user which lists the departing person as their supervisor transfers under the supervision of the receiving person. |
Transfer Responsibilities from One User to Another
CAUTION: This tool affects many areas of MinistryPlatform and should be used with caution.
- Under the Configurable Responsibilities section, click to expand each category to see the related responsibilities. For each item, select the option under the Reassign column if you want to transfer it to the user. Otherwise, it will be deleted.Tip: Some helpful tips to keep in mind:
- Click Delete or Reassign in the header to select the option for all categories.
- To view more details about an item, click the hyperlinked record ID. This opens a new tab in your browser (so you don't lose your place in the tool) and displays that record in MinistryPlatform.
- If the From User does not have one of the responsibilities listed, it displays in gray, italicized text with "(0)" beside it. This indicates that no action is needed on your part.
The From User's responsibilities are removed, and they no longer have rights to MinistryPlatform. The To User immediately assumes the selected rights, and any responsibilities you selected for deletion are deleted.