When a member leaves the company or changes roles, their work should be reassigned to prevent workflow disruptions or data loss.
Jodoo enables administrators to transfer the business assets and permissions of inactive or soon-to-be inactive members to others within the system.
Prerequisites
Before performing a handover, ensure the following conditions are met:
The operator must be a business owner or super admin
To transfer pending tasks, workflow owners, or form/dashboard configurations, ensure that the Jodoo product is enabled in the Product Center
If the operator is a super admin, ensure they are included in the Available Scope of the Jodoo product
Handover Scope
The following business assets and permissions under a member can be transferred:
📝 Notes:
External resources are not supported for handover, including pending tasks, node owners, permission settings, notification settings, and external roles in third-party applications.
If a sub-process node fails to proceed due to unmet workflow conditions or missing next-node owners, the system will automatically generate pending tasks for the super admin. These tasks cannot be transferred.
A maximum of 5,000 pending tasks can be displayed and transferred at one time. If the number exceeds this limit, perform the handover in batches.
Categories and Details
Category | Handover Item | Description |
System | Roles | Roles assigned to the member within the internal organization |
Jodoo | Tasks | Tasks awaiting processing under the current organization |
Jodoo | Workflow Approvers | Roles where the member serves as a workflow node approver |
Jodoo | Forms/Dashboards | Forms and dashboards created or managed by the member |
How to Hand Over Tasks from Inactive Members?
The super admin and the owner can check and hand over the work of all members and inactive members in Contacts.
Handover
Check and hand over the work of members who are inactive and going to be inactive to others.
1. Members who are going to be inactive.
You can directly hand over the work in Contacts > Members > All Members. Select the member whose work is going to be handed over and click the
button > Handover.
Select the business assets and permissions to transfer, then click Transfer.
Click items on the left to view and select specific details on the right
Select the checkbox on the left to choose all items under that category
Select a recipient and click OK to complete the handover.
Once completed, the selected assets and permissions will be transferred to the recipient, who can immediately view and process them.
2. Members who are inactive.
Hand over the work in Contacts > Members > Inactive Members.
The work and permissions that can be handed over are the same as those of members who are going to be inactive.
How to Manage Inactive Members？
Deactivating Members
Inactive members cannot be deleted, so you can only deactivate them.
You can deactivate members after handing over their work (you can also hand over work after members are inactive). Members who have been deactivated will be in the Inactive Members list.
Notes:
1. If you deactivate a member who is invited to a company/team but has not joined yet, the member will not be included in the Inactive Members list.
2. If you accidentally deactivate a member, you can also re-activate the member. For details, see Reactivating Inactive Members.
Deleting Inactive Members Permanently
If you are sure that some members will not be hired again, you can delete them permanently in Inactive Members.
After they are deleted permanently, the record will be displayed as Deleted Member. The following shows the difference between members who are deleted permanently and members who are not.
Note:
Think twice before deleting inactive members. Once you do so, you cannot restore their previous permissions by reactivating inactive members. When members are deleted, data related to them will be displayed as Deleted Member instead of their names.
How to Filter Inactive Members?
On PC
You can filter inactive members in the following scenarios:
In the permission sets of forms/dashboards. The supported field types are Member, Members, and Created User.
In Manage Data. The supported field types are Member, Members, and Created User.
Filtered conditions in Recently Deleted.
Filtering components in dashboards.
Filter in Workflow Center. (My Tasks, Initiated, Processed, and CC me)
Click Filter, input the inactive member's name in the Search box, and click thebutton.
Click thebutton to filter active members.
On Mobile
You can filter inactive members on mobile in the following scenarios:
In the permission sets of forms/dashboards. The supported field types are Member, Members, and Created User.
Filter in dashboards.
Filter in Workflow Center. (My Tasks, Initiated, Processed, and CC me)
Click Filter, input the inactive member's name in the Search box, and click thebutton.
Notes
Rules for Deactivating Member
1. The search result may not be displayed if there are too many inactive members.
Note:
Super admins or the owner can delete inactive members permanently in Contacts. For details about ways of deletion, see the settings above.
2. If you accidentally deactivate a member, you can reactivate the member. For details, see Reactivating Inactive Member.
3. Think twice before deleting inactive members. Once you do so, you cannot restore their previous permissions by reactivating inactive members.
4. Admins can only be deactivated by the business owner or other admins. They cannot deactivate themselves.
5. You cannot deactivate the business owner. If you need to appoint a new one, update the email/mobile number linked to the owner's account.
Rules for Handing Over Child Workflow
If a child workflow node fails to flow to the next one because the flow rule (Proceed to the Next Node When) is violated or the next approver does not exist, super admins cannot hand over the tasks at the node to others.
FAQ
Q: After clicking “Handover Work”, only roles are displayed
Please ensure that the Jodoo product is enabled in the Product Center. If the operator is a super admin, also ensure they are within the product’s Available Scope.
Q: Some pending tasks cannot be transferred
Pending tasks automatically generated for the super admin due to sub-process failures cannot be transferred. These tasks must be handled manually by the super admin.
Q: I need to transfer different items to different recipients
Each handover operation supports only one recipient. To transfer different items to different recipients, perform multiple handovers and select the corresponding items and recipient each time.
I have finished reading. 🏆
👉I can't wait to MANAGE INACTIVE MEMBERS.
👉I need more HELP in Discord Forum.