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 users:

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. Select the role that the user you want to remove belongs to. You can select multiple roles. The following options are available: Playbook Owner, Assignee, and Approver.
4. In the Remove field, search for and select the user you want to remove.
5. In the Replace With field, search for and select the replacement user.
6. Click Replace. The user is removed and replaced with the specified one.

Notes:

• Ensure that the Accounting - Playbook Owner permission set is assigned to remove and replace users.
• When a playbook owner is removed and replaced with a new one, 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.
• When an assignee or approver is removed and replaced with a new one, 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.