I. Overview
When an admin removes a member from Contacts, or when a member voluntarily leaves the company and the 30-day protection period has expired, or when a member cancels their account and the 15-day cooling-off period has expired, the data assets of the offboarded member can be handed over to other members through “Data Asset Handover”. Documents and WeDrive, events, customers and customer groups, and other data assets can be handed over to other members, preventing the loss of company assets.
Data assets that can be transferred:
● Docs and WeDrive: All files in “My Space” and online documents (the documents must be public) can be handed over.
● Events: Only pure events are supported, excluding meetings. Future events can be handed over, while expired events cannot. The handover is for the organizer’s identity and will not change the sharing status of events.
● Customers and customer groups: They need to be assigned in “Contact Customers” -> “Inheritance from Former Employees”.
● Meetings and recordings: Meeting data of offboarded employees can be transferred to prevent asset loss.
II. Data asset handover method
1. Manual handover
The super admin can go to “Admin Console” -> “Security and Management” -> “Security Management” -> “Data Asset Handover” -> “Hand Over Now” and click “Go Now” to view the number of documents and WeDrive files pending handover from offboarded members.
The super admin can choose to hand over all or part of the data assets, or delete the documents and WeDrive files of the offboarded members.
“Full Handover”: You need to select a member to take over assets. After the handover, all assets of the offboarded member will be packaged and given to this member. The recipient will receive a notification saying, “The admin has handed over the assets of the offboarded member XXX to you for management. Please pay attention”, and can open the package and click each item to view the asset details.
“Partial Handover”: You can select one (or more) asset items to hand over to a member.
“Delete”: You can select one (or more) asset items to delete (Note: Customers and customer groups cannot be deleted). Clicking “Delete” will trigger a popup window for confirmation.
The names of offboarded members, their departments, and the time of offboarding can be viewed in the “Offboarded Members with Pending Handover” list.
The completion time of the handover and details of the handover can be filtered by department or member and viewed in the “Offboarded Members with Completed Handover” list.
After the handover is completed, the handover status will be displayed as Empty, Partially Handed Over, In Progress, or Fully Processed.
2.How do l use “Automatic Transfer of Offboarded Members’Assets”?
After purchasing advanced features, admins can set the automatic transfer of offboarded members’ assets in “Admin Console” -> “Security and Management” -> “Management Tools” -> “Data Asset Hanover”. When a member within the scope of application is offboarded, their data assets in Docs, WeDrive, and Calendar will be transferred automatically to their immediate superiors, thus protecting company data assets.
III. FAQs
1. After the transfer of customers and customer groups in “Data Asset Handover”, can the transfer records be viewed in Inheritance from Former Employees?
Yes, the data is synced with both Inheritance from Former Employees and WeDrive.
2. In “Data Asset Handover”, when I try to delete data by clicking a former employee and accessing their WeDrive transfer details, the prompt shows “Server error. Try again later.”
You can perform the deletion operation in the “Former Members with Documents to be Transferred” list in WeDrive. This issue will be optimized in the future.
Path: “Admin Console” -> “Collaboration” -> “WeDrive” -> “Space File Management” -> “Transfer Former Members’ Files”.
Note: The list of terminated members pending handover in WeDrive only displays data from the past year.
3. Documents are transferred to a new member, but the member cannot find them in the “Documents of Former Member xxx”. Instead, the documents are displayed in the “Files of Former Member xxx”.
If the documents are in the personal space, they will be transferred to the folder “Files of Former Member xxx” to maintain the directory structure.
4. Is there a time limit for the transfer of data assets of former members in “Data Asset Handover”?
Currently, there is no limit. But it may be adjusted in the future. Please transfer as soon as possible.
Notes:
(1) The time limit for the “Transfer Former Members’ Files” under Docs and the “Transfer Former Members’ Docs” under WeDrive is one year. If the time limit is exceeded, documents and files cannot be transferred in Docs and WeDrive. You can perform the operation in “Data Asset Handover”.
(2) The former member information in the “Data Asset Handover” is based on the departure records in the HR system. The HR Assistant was gradually launched in late 2022. Data migration relies on the departure data from the HR Assistant, and not all former members are listed in the HR departure records. If a former member does not exist in the HR Assistant departure records, they will not appear in the asset handover list.