Offboarding Users Process

Question

Hello -

As the DS Admin for my organization, I’m focusing on creating offboarding processes for users who have been separated from the company.

My initial process is when a user is offboarded or no longer needs a DS license, I transfer their envelopes to myself before I close their license. Is that best practice or is there a better way to handle the data? My goal is to keep the org’s envelopes/data within our environment. But one thing I notice is when I custody transfer the separated user’s envelopes to myself, I only get the envelopes sent by the separated user’s, not the envelopes they have signed and received. Is there a way to pull this information out as an admin?

Any best practice tips on how to manage offboarding users and keeping the company’s data protected would be appreciated.

Thanks,

Melanie.Panguito · Accepted Answer

Hello ​@Kevin.B,Thank you for reaching out, and welcome to the Docusign Community! We appreciate your question and assure you that we are fully committed to providing you with the best service possible.I understand your questionabout Custody Transfer, where you can only transfer the envelopes sent from your separated user. I sincerely apologize for the inconvenience caused.You can transfer envelopes to any user on any account that is:Linked to your organizationOn the sameDocusignsite environment as the originating account, for example, NA1 to NA1However, you cannot transfer envelopes not sent from one of your accounts ( external user/account ), as theuser who sends them owns them. The same goes for downloading envelopes sent from external accounts via Shared Access. If you try to do this, you will see an error message because the envelope is owned by a user not part of your accounts/organization.I hope I answered your question. Let us know if you need further assistance.Best regards,Melanie |Docusign Community Moderator"Select as Best"below if you find the answer a valid solution to your issue.

Melanie.Panguito · Answer

Hello ​@Kevin.B,I hope you are doing well.If you found my response to be a useful solution to your question, could you please click the "Best Answer ✅" button at the bottom of the post? It helps other community members who might have similar questions.Best regards,Melanie |Docusign Community Moderator"Select as Best"below if you find the answer a valid solution to your issue.

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