How to Use WPS Document Handover Reminder for Departing Members on Windows

Use Document Handover Reminder for Departing Members with 3 how-to topics, including turning on the reminder, editing the message, and adding it to an offboarding workflow; choose a topic from the index and follow the steps.

How-to Index

How-to Guide

1. Turn On the Document Handover Reminder

Entry path: Admin Console → Enterprise Settings → General Settings

1. Open the WPS 365 client.
2. Click the Admin Console entry in the lower-left area of the home page.
3. In the left panel, click Enterprise Settings to expand the menu.
4. Select General Settings.
5. Find Turn On/Off Document Handover Reminder for Departing Members and enable it.

Success Criteria

• Interface result: The reminder is shown as enabled.
• Next action available: You can continue to the settings area to edit the reminder message.

Tips While Using

• Make sure your account has admin console access.
• Keep the network connection stable when saving settings.

2. Set the Reminder Message Content

Entry path: Admin Console → Enterprise Settings → General Settings → Settings

1. Open General Settings by following the steps in the previous section.
2. Click Settings on the right side of the departure handover reminder option.
3. Enter or revise the reminder message in the settings panel.
4. Check that the message clearly states the contact person and handover requirements.
5. Save the settings.

Success Criteria

• Interface result: The reminder content is saved and can be opened again for review.
• Next action available: You can continue refining the message as your internal process changes.

Tips While Using

• Include the contact person, expected timeline, and handover requirements in the message.
• Keep the message aligned with your company offboarding process.

3. Add the Reminder to the Offboarding Workflow

Entry path: Use together with your internal departure process

1. Define who is responsible for document handover during employee departure.
2. Turn on the reminder and complete the message setup.
3. Before the employee departure is processed, confirm that the reminder message matches the account recovery process.
4. Add this reminder to the same standard workflow used for account, email, or access recovery tasks.
5. Review the reminder content regularly to keep it aligned with current policy.

Success Criteria

• Interface result: The reminder is enabled and the message is ready to use.
• Next action available: Teams can follow the prepared reminder content during offboarding.
• No side effect: Other general settings can still be used independently.

Tips While Using

• It is helpful for HR, IT, and operations teams to align on the same process wording.
• Update the reminder content whenever the company workflow changes.