If the original owner of an application form leaves an organization, if you are using the Manage Members feature, you can change the Ownership of an application from one applicant to another applicant.
- Step 1: Before changing Ownership, the new owner must have a user account created and linked to the same organization in their user profile as the original owner of the application form. If the organizations do not match exactly, then the appropriate names will not appear in the Change Ownership function.
Note: Since the Primary User can access all application forms of users linked to their organization, and if both profiles have successfully been linked to the same organization already, the Primary User of the organization can also perform this functionality through their “My Applications” tab on their dashboard.
Important: Once ownership has been changed, the new owner can log in and access the application form as needed. The prior owner will no longer be identified with that application form and will not be able to access it.
Once ownership has been changed, the new owner can log in and access the application form as needed.
- Step 2: Once the new profile has been successfully created, from the Home page, select the Application Form on which you are changing the Ownership.
- Step 3: Click on the name of the Application Form to access the Manage Applications tab.
- Step 4: From the Manage Applications tab, select the directional arrow located at the top of the menu listing. By default, the Manage Applicants screen will be displayed.
- Step 5: Here, you can see the list of applicants who applied to the application.
- Step 6: Select the Application Ownership Icon to the left of the applicant’s information.
- Step 7: This will open the Application Ownership History for that application form.
- Step 8: In the “Select Applicant to Assign” click the dropdown arrow and select the applicant that you want to assign this application form. This is pulled from the listing of User profiles that have user accounts linked with the same organization name.
- Step 9: In the Comments field enter the reason why you are changing ownership.
- Step 10: Click Save & Exit to change the Ownership.
Step 11: Once we click on the Save & Exit button, a popup window will be displayed. Click on the Ok button.
- Step 12: The ownership will now be changed, and the new owner will show in the Applicant Status screen as the new applicant for that application form. You can click on the Application Ownership Icon again to see the Ownership History details. Click Cancel to close the history screen.
- Step 13: When the new applicant logs in, they can access the application form in the “My Applications” tab and click on the application form’s name to view it.