Transfer ownership of integrations/connectors

Warren B

I have a few integrations I have created using the Microsoft Dynamics, Salesforce and Jira connectors and I wish to transfer them to another user. We are centralizing the support of Smartsheet support and I need another user to take over the support and ownership of the connectors. Is there any way to do it or do they need to be re-created?

Genevieve P.

Hi@Warren B

There currently isn't a way to transfer ownership of connector workflows; please add your vote and voice to this Product Idea:

If a licensed user has set up a flow between a Jira Project and a Smartsheet sheet and they give notice or leave unexpectedly, there is no way to transfer ownership of the flow over to another licensed user. There is also no way to proactively transfer ownership over to another licensed user. <\/p>

The workaround from the support teams is to take a screenshot of the old configuration and recreate it or translate the log from the Workflow Execution Support file. <\/p>

Details from Smartsheet Support (case 05948215) below: <\/p>

---------------------------------------------------------------<\/p>

Option 1 - Screenshot the old workflow configuration<\/p>

Currently, the easiest method to duplicate a workflow is to work with the employee who is leaving the company, and have them disable their workflow. Once their workflow is disabled, they will want to edit the workflow. You can create a new identical workflow as them and make sure to verify all of the same settings are in place in each workflow, and have it point to the same Sheet and JIRA project if needed. If they've already left the organization, I recommend asking your IT department and System Admin to give you access to the old user's account so that you can login to the connector with their credentials, edit the workflow, take screenshots of each screen in the workflow editor, then recreate the workflows under a different user profile.<\/p>

 <\/p>

Option 2 - Read and translate the Workflow Execution File<\/p>

If you are unable to access the account or work with the employee who is leaving by going through each workflow and setting up identical copies, there is another method that can be used. You will want to obtain a copy of the Workflow Execution file for each of the Workflows to determine how each is setup, then you'll want to map same fields in a new Workflow.<\/p>

Please take a look at the Workflow Execution file and compare the fields, and you will be able to create an identical workflow if you have the correct Jira Permissions to that project.<\/p>","bodyRaw":"[{\"insert\":\"If a licensed user has set up a flow between a Jira Project and a Smartsheet sheet and they give notice or leave unexpectedly, there is no way to transfer ownership of the flow over to another licensed user. There is also no way to proactively transfer ownership over to another licensed user. \\nThe workaround from the support teams is to take a screenshot of the old configuration and recreate it or translate the log from the Workflow Execution Support file. \\nDetails from Smartsheet Support (case 05948215) below: \\n---------------------------------------------------------------\\nOption 1 - Screenshot the old workflow configuration\\nCurrently, the easiest method to duplicate a workflow is to work with the employee who is leaving the company, and have them disable their workflow. Once their workflow is disabled, they will want to edit the workflow. You can create a new identical workflow as them and make sure to verify all of the same settings are in place in each workflow, and have it point to the same Sheet and JIRA project if needed. If they've already left the organization, I recommend asking your IT department and System Admin to give you access to the old user's account so that you can login to the connector with their credentials, edit the workflow, take screenshots of each screen in the workflow editor, then recreate the workflows under a different user profile.\\n \\nOption 2 - Read and translate the Workflow Execution File\\nIf you are unable to access the account or work with the employee who is leaving by going through each workflow and setting up identical copies, there is another method that can be used. You will want to obtain a copy of the Workflow Execution file for each of the Workflows to determine how each is setup, then you'll want to map same fields in a new Workflow.\\nPlease take a look at the Workflow Execution file and compare the fields, and you will be able to create an identical workflow if you have the correct Jira Permissions to that project.\\n\"}]","format":"rich","dateInserted":"2023-01-18T01:46:26+00:00","insertUser":{"userID":124168,"name":"Nathan Panuco","title":"Solutions Architect","url":"https:\/\/community.smartsheet.com\/profile\/Nathan%20Panuco","photoUrl":"https:\/\/aws.smartsheet.com\/storageProxy\/image\/images\/u!1!uiFDN_E3m_o!-o1CdwUqGkQ!ooDLsnqwQDe","dateLastActive":"2023-09-29T18:49:31+00:00","banned":0,"punished":0,"private":false,"label":"✭✭✭"},"displayOptions":{"showUserLabel":false,"showCompactUserInfo":true,"showDiscussionLink":true,"showPostLink":true,"showCategoryLink":false,"renderFullContent":false,"expandByDefault":false},"url":"https:\/\/community.smartsheet.com\/discussion\/99812\/allow-ownership-transfer-for-jira-connector-for-smartsheet","embedType":"quote","name":"Allow Ownership Transfer for Jira Connector for Smartsheet"}"> https://community.smartsheet.com/discussion/99812/allow-ownership-transfer-for-jira-connector-for-smartsheet

Thank you!

Genevieve