Required Roles: Any
Required Permissions: Workspace Manager
This article explains how to use the Active Workforce (Access Management) page to view and manage all work items in Kivo that are associated with a specific user. This page is especially useful when deactivating users, reassigning work, and identifying outstanding or pending items tied to an individual.
Overview
The Active Workforce page provides visibility into everything a user is currently involved with across the system.
You would use this page to:
Prepare for user deactivation
Reassign documents or ownership
Review outstanding or active responsibilities for a user
Accessing the Active Workforce Page
Step 1 – Navigate to User Management
Click the Settings icon.
Select User Management.
Step 2 – Open Access Management
Navigate to the Access tab on the far right.
This opens the Access Management view.
Step 3 – Select a User
From the user list, select the individual you want to review (for example, [email protected]).
Once selected, the system displays all items associated with that user.
Understanding Access Categories
After selecting a user, you will see three categories:
Active Workflows
Shows documents in active workflow steps where the user is either:
A participant, or
An owner
Active workflow steps must be managed individually
Select the ellipsis ( ⋮ ) on the intended document
Select appropriate action
*Note: Users will be able to be removed from the participant list for Collaboration, Review Content, and Review steps. Approval steps, must be cancelled.
Owned Documents
Displays all documents owned by the selected user
Ownership can be reassigned or removed in bulk by selecting select all and Change Owner
Assigned Documents
Displays all documents assigned to the selected user
Assignments can be changed or removed in bulk by selecting select all and either Change Assignee or Remove Assignee.
Deactivating Users
Once all Active Workflow Steps, Owned Documents, and Assigned Documents have been cleared from the user's access list, the user can be Deactivated, if applicable
Note: It is recommended that users to be deactivated are removed from any pending trainings that they have not yet completed prior to deactivation. More information can be found at Ongoing Management of Training Courses.