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Switching Tasks to a Different User

New Member
Posts: 4
Country: USA

Switching Tasks to a Different User

Hello,

 

How do I reassign tasks and alarms from an inactive user to an active user?

 

Any help would be great.

 

Thanks,

 

Brittany

Platinum Super Contributor
Posts: 5,275
Country: USA

Re: Switching Tasks to a Different User

Hello Brittany,

Welcome to the Act! Online Community!

 

To reassign the activities (and other records such as Opportunities, Histories, Notes, etc.) from the inactive user to an active user will require deleting the inactive user.  When deleting a user you will be prompted to select a different user to transfer the items to.  This is done through the Tools > Manage Users option.  For instructions and screen shots, you can visit this article:

Managing Users in Act!

 

It is highly recommended that you create a backup of your database before deleting a user (File > Backup > Database), in case the results are not as you expected.

Greg Martin
Sage
New Member
Posts: 4
Country: USA

Re: Switching Tasks to a Different User

Hi Greg,

 

Thank you responding to my question.

 

Is there anyway of doing this without deleting a user? Or a way to reassign activites and alarms from one active member to another?

 

Thanks again.

 

Platinum Super Contributor
Posts: 5,275
Country: USA

Re: Switching Tasks to a Different User

Just a note - when you delete a User, there is an option to retain the Contact record for that person so that all of the Histories/Notes/etc. remain intact.

 

As for another way to reassign activities... the only other way I know of is manually changing each activity.  On the Task List > double click on an activity > click on the 'Schedule For' button (bottom right corner) > select the appropriate username.

Greg Martin
Sage
New Member
Posts: 4
Country: USA

Re: Switching Tasks to a Different User

I have one more question:

 

When deleting this user, is their name still attached to the past activites, histories, notes etc? For example, if we are deleting the user Mary who work from 2007-2009 and reassigning her future tasks with the new user John, would Mary's notes from 2007-2009 still be attached to her name or would John's name be assigned to all of Mary's old tasks?

 

Thanks,

 

Brittany

New Member
Posts: 4
Country: USA

Re: Switching Tasks to a Different User


Hi Greg,

 

Just to let you know, we went ahead and deleted the inactive users. When we did so, the deleted user's name was replaced with the new user's name in the Record Manager for all past tasks, notes etc. and this is what we were trying to avoid. Is there anyway to avoid this in the future?

 

 

Thanks,

Brittany

Platinum Super Contributor
Posts: 5,275
Country: USA

Re: Switching Tasks to a Different User

No.  That is part of the 'Reassigning' process.  The only way to retain the original username as the Record Manager is to keep the user (set to inactive), then manually reassign the records/activities that you want assigned to someone else.

 

Did you make a backup of the database before hand?  If yes, you can restore that to get the data back to original state (assuming you haven't made other changes since the backup was created).

Greg Martin
Sage
Bronze Super Contributor
Posts: 1,231
Country: USA

Re: Switching Tasks to a Different User

We have developed an add-on called Task List Plus for ACT!. One of the many features is the ability to re-assign multiple activities from the task list.

You can download the free trial at: http://durkincomputing.com/ACT-Addons-TaskListPlus.aspx

 

Once installed go to the task list and select the desired activities, click on the down arrow next the the EDIT button and select RE-ASSIGN USER. You will be presented with a list of users to choice from.

 

Hope this helps.

 

-- Jim Durkin