Updating an Employee's Username

Overview

When an employee's name changes, a ShareVision Site Administrator can change:

• Display Name 
• Email Address

Please refer to Editing an Employee's Display Name and/or Email Address for how how to change either of these items. 

Note: If only the Display Name is changed, then the employee would still need to login with their original Username but their Display Name will show their updated name. As an example, if Martha May with the username martha.may changes her name to Martha Smith and only the Display Name is updated, then she will still login with martha.may and when her name shows up in lists or in fields that automatically capture the Display Name of the current user, then Martha Smith will be displayed. 

If the employee would like their username or the name that they login with changed, a ShareVision Site Administrator  will need to create a new username by Adding a New Employee (User). There are now 2 options for the new username:

• Option 1 - Migrate All Existing Items and/or Documents (Data) to the New Username: With this option, any reference to the employee's original Display Name and Username will be replaced with the new Display Name and Username. 
  
  

  IMPORTANT

  1. If Option 1 is selected, the new username must not be used until after the migration. See Option 1 below for more details.
  2. Also, this option is billable as it requires assistance from our Product Expert and Dev Teams.

  
  

• Option 2 - Employee Logs in with the New Username and All Existing Items and/or Documents (Data) Remain Associated to their Original Username: With this option, any new items or documents added by the employee when they login with their new Username will be associated to their new Username and Display Name. Anything that was created or edited by the employee when they logged in with their original username will not be updated to the employee's new name. 
  
  

  What Happens When an Employee Has 2 Usernames: Original and New

  Any existing items and/or documents that were added or edited by the user with the old account will remain associated to their original account. For example:

  • If there are any filters where the created by, modified by, Staff Person, etc... = [Me], the items and/or documents linked to the original user account (user name) will not include these records once the user starts logging with their new account.
  • If there are reports that list or group by users, this user may appear twice (once with their old name and once with their new name).

Requirements/Dependencies

Option 1 - Migrate All Existing Items and/or Documents (Data) to the New Username

1. In Site Administration, you will need to can create a new user account with the new Username, Display Name and Email Address for the user by Adding a New Employee (User). The Display Name must have: - New added to the end of the Display Name. For example, enter the Display Name as: Martha Smith - New

   IMPORTANT

   The new username must not be used until after the migration. 

2. The original user account will remain on your site. Please update the Display Name for the employee's original account to the employeer's new name and if their Email Address is changing, please also update their Email Address. Refer to Editing an Employee's Display Name and/or Email Address for how to make these changes. 
   
   
3. Next, disable the employee's original account.
   
   

4. Next, please download and complete the Update Employee Username Document (Google Doc) which includes the table below:  
   
   
   
   
   

5. Email the Product Expert Team at: experts@sharevision.ca to request changing the employee's name on all existing items and/or documents (data). Remember to include the completed Update Employee Username Document from the above step. 

   BILLABLE

   The work required to make this change is billable. You will be provided with an estimate for this work which you will need to approve before our team proceeds with the change.

6. When the migration has been completed, you will be notified. The employee's original username can no longer be used. They will need to login with the new one. 

Option 2 - Employee Logs In with the New Username and All Existing Items and/or Documents (Data) Remain Associated to their Original Username

1. In Site Administration, you will need to can create a new user account with the new Username, Display Name and Email Address for the user by Adding a New Employee (User).
   
   

2. Next, disable the employee's original account.

   What Happens When an Employee Has 2 Usernames: Original and New

   Any existing items and/or documents that were added or edited by the user with the old account will remain associated to their original account. For example:

   • If there are any filters where the created by, modified by, Staff Person, etc... = [Me], the items and/or documents linked to the original user account (user name) will not include these records once the user starts logging with their new account.
   • If there are reports that list or group by users, this user may appear twice (once with their old name and once with their new name).
3. The employee will need to login with the new Username. 

See Also