Resource: Change Management for User Turnover

If you’ve had a Finance Director leave or perhaps a department head retire, you may be looking for best practices on how to handle change management within ClearGov. You’re at the right place!

What should you do?

Below, you will learn:

• Best practices for managing user turnover
• How to remove users from modules

Note: You can select any image below to zoom in. 

Note: If you are looking for instructions on how to add or upload users, see our Training & Support article: Adding Users 

Best Practices

Should I delete a user if they are no longer at my organization? 

If a user has historical activity in the module, we suggest retaining the record for historical reference. Deleting a former user can affect your audit trail data by removing the user’s name and replacing it with “N/A”.

What can I do to make sure the terminated user no longer has access to ClearGov? 

In User Management, edit the former user and change their email address to add “_archive”, for example, jane.doe_archive@cleargov.com. Changing the email address ensures the former user cannot use the password reset function in the system. 
 

Pro Tip: You can also reset the former user’s password as an additional security measure and peace of mind.

Removing Users from Modules

I need to clean up users in a new fiscal year. How do I remove terminated users from that module? 

For new fiscal years in the system, you can remove the former user from each module in the Collaborators tab. If you are the admin, you will be able to remove users for the subsequent sub-tabs: Editors, Contributors, or Reviewers.
 

Let’s walk through how to do this in each module. 
 

Capital Budgeting:

1. In the new fiscal year, select the Collaborators tab.
2. Navigate to the respective sub-tab: Editor, Contributor, or Reviewer.
3. Use the search bar to locate the user name in the table.
4. Use the three dots in the Actions column to select the Remove icon.
5. In the confirmation pop-up, select Remove to proceed with removing the user from that role.
    

If any capital requests are entered by the former user, they will be reassigned to an editor. 

Pro Tip: Use the bulk action Request Owner Change option to update capital requests to the new request owners. Learn more about how to bulk update capital requests in the Training & Support article: Capital Budgeting FAQs.

Personnel Budgeting:      

1. Navigate to the Contributors tab.
2. Select the Editors or Requesters sub-tab.
3. Use the search filters to find the former user.
4. Select the trash can icon under Actions to remove the former user.
5. Select Continue to confirm deleting the user.
    

Operational Budgeting:

Pro Tip: Reassign accounts prior to deleting the user. Learn more about account assignments  in the Training & Support article: Operational Budgeting Contributor Permissions
 

1. Navigate to the Collaborators tab.
2. Select the appropriate sub-tab (Editors, Contributors, or Reviewers).
3. Find the former user’s name in the list and under the Actions column, select the 3 dots and choose the Delete option.
    

Reports:

This is the process for all public-facing document types (Digital Financial Reports, Digital Budget Book, CIP Documents, Custom Documents, and Strategic Planning Documents) to remove a former user.

1. Within your document, navigate to the Collaborators area at the top right of the screen.

2. On the Collaborators pop-up, use the filter bar to search for the former user’s name
3. Once you find the user, if they have Editor set to Yes, toggle it to No.
4. Use the 3 dots to the right of the former user’s name to Manage Page Assignments.

5. For anything that is assigned, use the drop-down arrow to select Not Assigned.
6. Select Save Assignments.
    

Strategic Planning:

1. Navigate to the Collaborators tab
2. Under Assigned Collaborators, select Editors or Contributors
3. Find the former user’s name in the list, then under the Action three-dot menu, select the Remove Contributor option.
4. In the pop-up message, select the Remove button to confirm.

Capital Project Tracking:

1. Navigate to the Collaborators tab
2. Under Assigned Collaborators, select Editors or Contributors
3. Find the name to remove from the list, then under the Action three-dot menu, select the Remove Contributor option.

4. In the pop-up message, select the Remove button to confirm your changes.

    

Transparency:

For Transparency, Capital Projects can have contributors or Project Owners.

1. Navigate to Transparency in the side menu and select Projects

2. Select the pencil icon under the Actions column to edit a project.

3. On the Page Management tab, you can:
   • Add a new contributor
   • Delete a contributor
   • Change the Project Owner

Pro-Tip: For more information on Transparency Projects, check out this help article.

Charts:

1. Navigate to the Charts tool.

2. Under the Actions area, select the 3 dots to access Collaborators.

3. Toggle off the former user.
4. Select the Save Collaborators button to apply your changes.

Now that you have updated access on all of your modules, your change management process is complete! Congratulations on a job well done!