As an organisation, there will come a point in time when you will experience staff turnover. Should the departing staff hold an eTool account, they will need to conduct the proper handover procedure before their departure to ensure that all the work that they’ve created for the organisation is kept accessible within the organisation and can be handed over to the next person to manage.

The best way to conduct the handover is to ensure that the organisation that will retain that work has an organisation portal on eTool (i.e. Specialist or Hotseat subscriptions). Should this not be the current subscription, the organisation will need to upgrade their subscription to ensure that the work can be transferred.

For more information on the features for our different subscriptions, please refer to our eTool Pricing page.

Handover Procedure

Sharing Projects
Ensure that all projects have been assigned to the organisation (edit ‘Organisation’ settings at each Project level).

Ensure that you have assigned your team as collaborators to the projects (edit ‘Collaborator’ settings at each Structure level). Please refer to this support post for more info.
Sharing Custom Templates
Please ensure that all custom templates created have been assigned to the organisation to ensure the organisation’s continued access to them after your departure. You can refer the this Template Sharing post on how to do this. We also encourage users to validate their templates wherever possible so that the templates can be reviewed by Cerclos. You can refer to this Template Validation post on the template validation process.
Sharing Custom EPDs
All custom EPDs and Recommendations that you have created will no longer be accessible to your team after your departure. The organisation will be able to access your custom EPDs only if they are made public, if you add the EPD to a custom template which is then shared to the org, or if they are Reassign to a new user withing the org (see the ‘Reassign’ section below for instructions). If you wish to make your EPDs public, please send a list of the links to the EPDs you’ve created and we’ll make it public for you, Note that only complete EPDs (including all required impacts) can be published; mock-ups or incomplete entries will not be shared to ensure library data integrity. Please refer to this support post to find out how to add an EPD into a template.
Organisation Admin Role Handover
Ensure that organisation settings such as subscription seats and ‘admin’ access have been updated correctly. The new admin user will also need to change the departing member to ‘Inactive’ once the handover procedure has been completed for IP protection purposes.

Reassign Organisation Data to selected Org Users

To better meet the need of Enterprise Customers, Org Admins can now reassign Projects, Structures, Designs, Library Templates and EPDs from Org Users who have left the Organisation to others. Note that this is an one-way process and cannot be undone.

Following the step-by-step method below to reassign the eTool data from one Organisation User to the other.

Navigate to “Manage Users” tab in Organisation Portal
Select the organisation user to reassign the eTool data; If the user is no longer part of the organisation and doesn’t appear in the active list, simply switch on the “Show Inactive/Blocked Users” option. This will display all previous users, allowing you to select the correct one.
Select the Data Objects to reassign
Select a Target User to reassign to
Type the word “REASSIGN” to confirm
Click “Reassign”