Removing and Replacing Users

In certain cases, a specific playbook owner, assignee, or approver may no longer be available for the assigned role in your organization, such as when a user leaves the organization. In these situations, it is important to update the role with a new user to ensure smooth workflow and accountability.

Once the playbook owner, task assignee, or task approvers are assigned, the playbook owner can easily remove and replace them with other users who have the same role.

To remove and replace a user in all records:

  1. Navigate to the Period End Playbooks page from the App Launcher.
  2. In the Actions tab, click Remove and Replace Users. The Remove and Replace Users window displays.
  3. In the Remove field, search for and select the user you want to remove.
  4. In the Replace With field, search for and select the replacement user.
  5. Select the role of the user you want to remove. You can select multiple roles. The following roles are available: Playbook Owner, Assignee, Approver 
  6. Click Replace for All Records. The selected user is replaced in all records.

To remove and replace a user in selected records, after performing the steps from 1 to 5 as mentioned above, click Select Records. The record windows will display according to your role selection.

  • If you have selected the Playbook Owner role, the Accounting Playbook Templates and Accounting Playbooks windows will appear.
  • If you have selected Assignee or Approver, or both the roles, the Accounting Playbook Task Templates and Accounting Playbook Tasks windows will appear.
  • If you have selected all the roles, all the windows will appear.
Notes:
  • It might happen that your selected user in the Remove field does not match one or more selected roles in some records, then the related records do not display because the user to be removed is not available in those particular records.
  • If both the assignee and approver roles are selected, the Accounting Playbook Tasks and Accounting Playbook Task Templates windows will appear twice. The first time, these windows will display the records with the selected user as an assignee, and the second time, they will display the records with the selected user as an approver.

Example

Let’s assume you have selected a user ABC in the Remove field and the user XYZ in the Replace With field. The user ABC is the playbook owner and is not the assignee or approver for any playbook task.

  1. In the Select Roles section, select “Playbook Owner”, “Assignee”, and “Approver”.
  2. Click Select Records, the Accounting Playbook Templates window appears.
  3. Select the records and click Next. The Accounting Playbooks window appears.
  4. Select the records and click Next.
  5. The Accounting Playbook Task Templates window appears and does not display the records to select because the playbook owner ABC is not the assignee for any of the playbook tasks generated from the templates. Click Next.
  6. The Accounting Playbook Tasks window appears and does not display the records to select because the playbook owner ABC is not the assignee for any of the tasks generated from the task templates. Click Next.
  7. The Accounting Playbook Task Templates window appears again without any records because the playbook owner ABC is not the approver for any task generated from the task templates. Click Replace.
  8. The Accounting Playbook Task window appears again without any records to select because the playbook owner ABC is not the approver for any of the tasks. Click Next.

The user ABC is replaced with the user XYZ in the selected Accounting playbook and Accounting playbook template records.

Notes:
  • Ensure that the Accounting - Playbook Owner permission set is assigned to remove and replace users.
  • When Replace for All Records is clicked:
    • If you want to replace a playbook owner, this change applies to all the related playbook templates and those playbooks that are not yet completed. The new playbook owner has the responsibility to manage the playbooks going forward.
    • If you want to replace an assignee or approver, this change applies to all the related playbook task templates and playbook tasks that are not yet approved. The new assignee or approver will be responsible for completing the pending tasks and providing the necessary approvals respectively.
  • When you select the user in the Replace With field, ensure that the selected user has the same permission set assigned as to the user selected in the Remove field.