Introduction

 This guide provides detailed instructions for administrators to change document ownership and requestor details for Requisitions and Purchase Orders.


A. Problem Statement

Organizations often face challenges when document ownership needs to be transferred due to personnel changes, team restructuring, or workflow optimization. The default document ownership can limit visibility and accessibility, potentially hindering efficient procurement processes.


B. Solution

The system provides an administrative feature to change document ownership and requestor information, allowing seamless transfer of document management responsibilities while maintaining appropriate access controls.


The user must be an admin to do this. 

This can be done from either Requisition or Purchase Orders, from the Tools menu. In this example, we will do it from Requisitions. 


Note: Changing Owner will revoke access to the original owner. Only the owner or users with Unrestricted Search access will be able to link to a Purchase Order in the Financial Packet within the Search tab. Requisitions can still be viewed under Tools > Requisitions and Purchase Orders by users who have a matching user profile email address to the requestor email on the Requisition.



1. Go Requisitions by clicking Tools->Requisitions

2. Click on the document you wish to change owner or requestor and then right click and click "Change Owner".

You can select more than one item by either holding CTRL and clicking on the desired items or holding Shift and clicking to select a range of items from top to bottom.    

3. Select the name you wish to change the owner or requestor to and click save.

  • Changing owner will allow another user to view the requisition/po that is different from the original creator.
  • Changing requestor will change the requestor email address.


C. Best Practices

  1. Only perform owner/requestor changes with proper administrative credentials
  2. Carefully select new owners to maintain document integrity
  3. Communicate ownership changes to relevant team members
  4. Verify user permissions before transferring documents


D. Troubleshooting

  • Ensure you have admin-level access
  • Verify user profiles match required permissions
  • Check email address consistency
  • Confirm document visibility post-transfer


E. Related Articles

 Include links to related articles or resources that may be helpful to the reader. 


Conclusion

The document ownership change feature provides administrators with a flexible tool to manage document access and streamline workflow processes. By following best practices and understanding system limitations, organizations can effectively manage their procurement documentation.