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Changing the Document Owner

Library Administrators can change the owner of the current version of a document using this utility. This is especially helpful in situations where an employee has left the organization or is on an extended leave. 

The Find People search results allows you to check in for a user that may have been deleted, disabled, or whose permissions have been changed (invalid) in the system. When changing document owners, the following statuses will be included in the search results next to the user name, if applicable:

  • (Deleted) — The user or group no longer exists in FileHold.

  • (Disabled) — The user no longer has a FileHold license or has been disabled in Microsoft Active Directory.

TIP: To display a list of all users in the system in the search results, leave the First or Last Name field blank and click Find Now. This will aid you in finding any deleted, disabled, or invalid users.

TIP: Organizers and Cabinet Administrators, for cabinets they own, can change the ownership of the current document version using the contextual menu in the library.

To change the owner of a document

  1. In the Web Client, go to Administration Panel > Library Management > Change Document Owner.

  2. In the Find People area, enter the first or last name of the user and click Find Now. Alternatively, you can leave the name field blank to return a list of users that are document owners.

  3. Select the user from the results list and click Select.

  4. In the search results, select the documents from the list of documents for which you want to change the owner.

  5. Click Change Document(s) Owner.

  6. In the Find People area, enter the first or last name of the user that you want to change ownership to and click Find Now.

  7. Select the name in the search results and click Select.

  8. A message will display stating that the document owner has changed. Click OK.

  9. To export the results, click Export as CSV.

  10. Change the page size to 15, 30, or 60 documents per page using the Page size drop down.