Transfer data between users - additional role-specific transfer options added

Owned by Fiona Wilson, created
Last updated: Oct 09, 2023
3 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

When set up with access to the Negotiator and User Setup screen to manage AgencyCloud users, the option to transfer data between users to allow records to be passed from one user to another, depending on the role of the user, has been expanded - with additional options being added to allow more role-specific transfers to be used

This function is normally used when a member of staff leaves or their job role changes

For example, if a user is no longer carrying out any renewals responsibilities and one specific member of staff is taking this role on, the transfer tool can now be used to transfer all the selected users current active renewal negotiations to the relevant staff member

A key contact can request access to the Negotiator and User Setup screen by contacting Reapit Support, click here to request this

This addition to AgencyCloud 12.161 is useful to be aware of as, even if you do not have access to the Negotiator and User Setup screen, the options outlined below are available to Reapit Support to allow them to transfer your user data when staff members leave or change job role

1. Initiate transfer

Use the Negotiator and User Setup screen initiate the transfer as usual

From Negotiator and User Setup:

  • Select user to transfer records from

  • Click Transfer (top left)

  • Select the negotiator to transfer their records to and click Select

    The screen shown in step 2 is displayed

 

2. Select roles

When only some of the selected user’s records are to be transferred, this screen allows you to specify which records are transferred according to the role of the selected user

From AgencyCloud 12.161+, the following 6 new roles/relationships have been added to this screen for selection:

  • Active renewal negotiations: transfers records belonging to the selected user where they are identified as the Negotiator on an active renewal negotiation

  • Relationship: Property managers: transfers records belonging to the selected user where they are identified as the Property Manager (via the property Relationships panel)

  • Relationship: Property admins: transfers records belonging to the selected user where they are identified as the Property Administrator (via the property Relationships panel)

  • Relationship: Client accounts assistants: transfers records belonging to the selected user where they are identified as the Client Accounts Assistant (via the property Relationships panel)

  • Relationship: Property inspectors: transfers records belonging to the selected user where they are identified as the Property Inspector (via the tenancy Relationships panel)

  • Relationship: Tenancy managers: transfers records belonging to the selected user where they are identified as the Tenancy Manager (via the tenancy Relationships panel)

For more information on using the Negotiator and User Setup screen to manage users and to transfer data between users, click here: