User name changes for Windows Account - Change Order Issues

[tchristman]

Hi all, 

Our IT department decided to change all user names in our domain groups, was previously first initial and last name. They are now changing it to firstname.lastname. With this change it's impacting every domain user and when we update the domain user it's creating a new user with the new name. The biggest issue is what it does to the Change Orders and the Routings.

My question is, can there be a search configured to find where a user is listed on a Change Order? I want to see where users are listed as Approvers, Change Administrator, Responsible Engineer and so on. This will allow us to update the Change Orders as they switch the users. If not then we have to be reacting to users when they run into issues going to the change order. Plus with the new name, the "My Worklist" isn't populated because the name is different. 

Any suggestions?

Thanks,

Tim

[ihayesjr]

What version of Vault are you using?

[tchristman]

@ihayesjr We are on Vault Pro 2023.2.1 currently. Not upgrading to 2024 until July.

[ihayesjr]

To fix this, demote the old Active Directory users. Then Promote them back to the new Active Directory names.

The Change Order should be using the Display name, so their names shouldn't change there.

[tchristman]

Should the demotion of the users take place prior to the AD name change?

[ihayesjr]

It should happen before the user logs in again. It shouldn't matter if they change the AD user first or later.

[tchristman]

@ihayesjr I don't see where to demote a user. No options to demote when I right click on the username or in the Actions menu. I am in the Global Settings, Security, Users and Groups - Manage Access. Am I looking in the wrong area?

If I change it here will that work you think?

[ihayesjr · Accepted solution]

Uncheck the box for Windows Authentication.

This is the same as the old Demote command.

Click ok on the user and close the account.

Reopen the account and add Windows Authentication again.

[tchristman]

@ihayesjr This worked perfectly! Thank you for your help.

On a side note, is there a way to search for a user and their current roles on CO's? This would be beneficial for when staff member leave and don't close everything. The CO then sits in limbo. 

[ihayesjr]

@tchristman 

You can look at the Change Order routing list in Global Settings. However, there isn't a way to search Change Orders and see who has what role.

[tchristman]

@ihayesjr The list only shows the available roles they could have as you know. It would be great to be able to see what roles they are participating in on current CO' For example on CO1 Engineering A is an approver but on CO2 they are the Responsible Engineer. Those things helped in our previous PLM when it came to vacations, late CO's, and when people left the company. Has this ever been discusses in the past to add this feature?

[ihayesjr]

@tchristman 

Please post this to the ideas board.