Bulk Update The User Group Information According to Organizational Change

In some cases, the group information and user memberships need to be changed significantly according to reorganization which includes consolidation of departments or large-scale personnel changes. In Questetra BPM Suite, operations in processing are smoothly handed over by "Bulk user registration function", even when a large-scale account change had done.

Current version 8.0.1, the procedure is as following.

  1. Register New Group Information
  2. Revise Each Process Model to Match New Group
  3. Register New Membership
  4. Delete Old Group Information

 

1. Register New Group Information

At first, use "Bulk Group registration function".
Not only the newly established group, a group that changed its position in the whole organization also need to be registered as new group. When doing so, overlapping group names can not be registered as a new group. please use a name different from the old one. Even if the same name would be used for the new group, please give it a temporarily different name.

 

2. Revise Each Process Model to Match New Group

It is fine if you do not require modification of the process model, but actually it would often need to be modified to match the organizational change.
Those modifications must be done on each process model. And these process 1 & 2, can be done in advance to the organization change.
Note that after modifying the process models, the "Activate" must be done after the organizational change.

 

3. Register New Membership

At this time, there may be two ways, whether to hold both old and new memberships for a while, membership information, or to remove the old information as soon as the new one registered.

In any case, "Bulk User registration function" is convenient to use. Different from the "Bulk Group registration function", other than adding new users, changing existing user information and affiliation is available in "Bulk User registration function".

Existing users are searched by their email address,

  • if the email address matches to existing user, change the information.
  • if the email address does not match to anyone, create account.

See the detail of "Bulk Group registration function" and "Bulk User registration function" in our Support Site.

4. Delete Old Group Information

To delete the old group Information, please delete one by one, using Group Delete "function". There is no function to delete all at once.
Even both new and old information to be held, the old information would be deleted if the old group has deleted.

 

Support Site