How to Use WPS Document Handover for Departing Members on Windows

Use Document Handover for Departing Members with 4 how-to topics, all available in the admin console; choose a topic from the How-to Index and follow the entry path and steps to complete the task.

How-to Index

How-to Guide

1. Open the departing member handover entry

Entry path: Admin Console → Contacts → Organization Structure → Former Members → Handover

1. Open the WPS365 client.
2. Click Admin Console in the lower-left area of the client home page.
3. Click Contacts in the left panel.
4. Click Organization Structure in the drop-down list.
5. Switch to the Former Members page.
6. Select the member you want to hand over from the former member list.
7. Click the Handover button in the upper-right area of the page.

Success Criteria

• The departing member handover page opens successfully.
• You can continue reviewing the member’s pending assets on the current page.

Tips While Using

• Admin console access is required.
• The handover action needs a selected former member in the list.

2. Review enterprise assets pending handover

Entry path: Handover page

1. Review the assets listed on the handover page.
2. Confirm the scope of enterprise assets shown on the page.
3. Check member documents, team document permissions, schedules and meetings, email, and other listed items.

Success Criteria

• The page shows the enterprise assets under the departing member.
• The administrator can decide whether to continue with the handover.

Tips While Using

• It is recommended to finish asset review before selecting the recipient.
• If your company has an internal offboarding approval process, keep the review result together with that process.

3. Select a recipient and complete document handover

Entry path: Handover page → Select recipient

1. Click the recipient selection area on the handover page.
2. Select the person who will receive the documents.
3. Confirm that the recipient has already joined the enterprise organization structure.
4. Click OK.
5. Wait for the one-click transfer to finish.

Success Criteria

• The enterprise documents are transferred to the selected recipient.
• After the handover is complete, the former member is no longer the holder of those enterprise documents.

Tips While Using

• The recipient must already be in the enterprise organization structure.
• Check the recipient identity carefully before confirming.
• The current flow transfers the documents to one recipient in one handover.

4. Handle the departing account after handover

Entry path: Member management flow after handover

1. Confirm that the document handover is complete.
2. Return to the former member management page.
3. Delete or disable the departing employee’s enterprise account based on your company policy.

Success Criteria

• Document handover and account handling are completed as one offboarding process.
• The departing account no longer keeps unnecessary enterprise access.

Tips While Using

• It is recommended to disable or delete the account only after the handover is confirmed.
• You can include this step in a standard offboarding process to reduce omissions.