How to transfer ownership in Confluence
As a Jira administrator, there comes a time when you need to delete personal user data, but want to keep the content written in the tickets.
This is the case, for example, when an employee leaves your company. For data protection reasons, you are required to delete the personal user data. Simply deleting all the processes in which the person is involved would significantly damage your company.
To keep your projects and processes traceable, you can easily use our GDPR tool.
In this tutorial, we will show you step by step how you can easily transfer ownership to another user in Jira (real or dummy).
Guide to transfer ownership in Jira with user anonymization
Step 1: Open the Date Cleaner Dashboard and select Anonymize Users.
Step 2: In the next screen, you will click on Anonymize data.
Step 3: Then, you can start typing any user’s name (1) to select the Source user, the person whose content you want to anonymize. You can also select already deactivated users. After that, you can choose a Target user (2) to take the place of the source user after anonymization.
As target user, you can either select an already existing user, or you can create your own dummy user, which will then take over the ownership.
Click on Continue.
Step 4: Now, you can either select projects that are already archived, or you select from the current projects. For Current projects, you also have the option to define the Scope of the projects, which will then be anonymized. Make sure to hit the checkmark on Include all ticket related content, to not miss any relevant content.
Step 5: In this step, you’re able to pick some post anonymization options. For example, if you want to clear the profile data and remove the user from all groups, just simply have to activate the checkmarks. And our tool will take care of everything.
These options will work properly only for internal users. If users are synchronized with an Active Directory, there may be complications due to the permissions of the Active Directory. All user data on the Jira side will be deleted, but there is no option to delete the data on Active Directory sides as well. Please keep this in mind when selecting these options.
Step 6: If you want to disable the selected user before the anonymization starts, here’s the point to do so. Then, click on Anonymize.
Step 7: Before the process begins, we'll give you an overview of everything that will happen afterwards. Transparently, you can see which user will be replaced by which user and which scope you have selected for the project.
Please keep in mind that anonymization cannot simply be undone. Only if you are absolutely sure about this process, you should perform the anonymization.
At this point, it is necessary to check the box Yes, I confirm that I want to anonymize the data irreversibly.
Hit Anonymize to start the process.
Step 8: When the process is finished, you can navigate to the overview page. It shows you what exactly has been anonymized in your project.
Congratulations, with a few clicks, you have transferred the ownership of one user to another and deactivated him at the same time!
If you have further questions, we are happy to help you.