Part of managing any ClearPoint account is making updates when there is employee turnover at your organization. When off-boarding a user at your organization, you’ll also need to do it in ClearPoint to make sure your account stays up to date and elements have the correct ownership.
By following the steps outlined in the sections below, you’ll be able to make sure nothing falls through the cracks when faced with turnover!
Setting the user as No Access
The first part of your off-boarding process will be removing a user’s access from ClearPoint so that they no longer have access to your key reports and data. This step is important for security reasons, but will also free up a ClearPoint license.
Click on System Settings
Open Manage Users
Click on the Edit pencil icon next to the user’s profile
Select No Access under User Type
Click Save
Creating a filtered report to see and change ownership
After you’ve changed the user to No Access, you’ll want to remove the user as an owner for any of your active Elements. To do this, we recommend making a report for each Element type that filters on the Owner Field or any other user picklist field in your account that denotes ownership.
In the following example, we will make a Measure Report with the Owner and Collaborator fields.
From the Control Panel
Select Manage Reports
Click on Measure Reports
Click on the Plus icon
Under Report Name, enter your new Measure Summary Report name, for example, ‘Percent Complete.’
Navigate to the Columns tab
Click on Add Column
Select, Measures, Collaborators, and Owner
Click Save
Navigate to the Filter tab
Select Any of the below are true from the drop-down menu under Include the element when
Click on Add Filter
Select Owner from the Field drop-down menu
Under Comparison choose Equals
Select User under Value
Click Save
Inline editing ownership
The report will now show Measures for which the user is either the Owner or a Collaborator.
From Measure Reports
Open the recently created report, in this example, “Percent Complete”
Double-click to inline edit the report and change the Owner and Collaborator to be the new person taking their place.
Click Save
Repeat the steps from the sections above as necessary for other elements in your account.