This article will discuss the steps to take within Filevine when an employee in your company is changing roles. Shifting roles in your company involves changing transferring tasks and cases and changing roles and permissions.
Because Filevine users exist independently of their Orgs and are tied to one email address as well as their history of tasks and notes in projects, it is best practice to transfer a user’s tasks, cases, etc. rather than switching the username and email of a user.
Transferring Tasks and Cases
If an employee is changing roles, is another employee taking over their tasks? Will the employee changing roles be taking over the tasks and cases of another employee?
To transfer a user’s tasks to another user, use the Task Utility Advanced tool. If the employee’s tasks are not being transferred to a single other user, you will need to reassign tasks manually. The easiest way to do this is to run a task report. Follow the instructions in the build a report article. Choose “List of Tasks” as your report type and limit the criteria to the user who will be leaving.
To transfer a user’s cases, use the Mass Update Permissions/Roles/Primary tool in Mass Update Permissions.
Cases and roles can only be transferred from a single user to another single user as a whole. If you are splitting the cases of one employee among multiple other employees, transferring those cases will need to be done one-by-one.
Changing Roles and Permissions
If the employee’s roles or permissions need to be changed, you can change these by following the reviewing the Granting User Permissions section of the Adding a User article. This section will give you an overview of where and how to grant or edit existing project permissions, roles, and new project permissions.
Updating Custom Fields
Do you have any custom fields related to case assignments of this user? Sometimes, custom fields, like person fields, are related to case assignments or to a specific user. If this is the case, you will need to mass update these custom fields when a user’s roles are changed.
Customs fields can be mass updated using the Mass Updates tool.