Document Owner ▶️

The Document Owner feature in Handbook allows you to designate and update the person responsible for overseeing specific documents, policies, and training materials. The Document Owner plays a crucial role in internal workflows, as they are accountable for managing the document’s lifecycle within your organization.

In this article, we'll explain how to change the owner of a document, as well as how this feature can be effectively used in your organization's workflows.

How to Change the Document Owner

Changing the Document Owner is a simple process. Follow these steps to assign a new owner to your document:

1. Open Your Handbook: Start by logging into your Handbook account and navigating to the Documents section.

   Locate the Document: Find the document whose ownership you want to change and click on it to open it.

   Change the Owner:

   • In the document’s settings, locate the Owner field.
   • Click Change next to the current owner’s name.
   • A list of users with edit permissions will appear. Only users who have permission to edit documents can be selected as the new owner.
   • Select the new owner from the list of available users.
2. Clear the Owner (Optional): If you wish to remove the current owner and not assign a new one, simply click the Clear button. This will disassociate the current owner from the document.

Why the Document Owner Feature Is Useful

The Document Owner feature is a valuable tool for managing your organization’s documents, policies, and training content. While anyone with the proper edit permissions can modify a document, designating an owner ensures accountability for managing and maintaining the document’s accuracy, relevance, and timely updates. Document Owners will receive a weekly summary report, if enabled in their Notifications settings.

Here are some ways this feature can be used effectively:

Example 1: Delegating Document Management

In an organization, you may want to assign different owners to specific documents based on departments. For example:

• The HR Manager could be the owner of employee handbooks, benefits policies, and compliance documents.
• The Operations Manager might be the owner of safety procedures and workplace policies.

By assigning ownership, you ensure that the right person is accountable for each document’s accuracy and updates.

Example 2: Changing Responsibility After Role Changes

When employees transition to new roles or leave the company, ownership of certain documents may need to be reassigned. For example:

• If a Compliance Officer leaves the company, you can transfer ownership of all compliance-related documents to the new officer, ensuring that policies remain up-to-date and relevant.

Example 3: Temporary Ownership Changes

If the Document Owner is unavailable for an extended period (e.g., on vacation or leave), you can temporarily assign another person as the document owner. This ensures that document management continues smoothly without delays.

Example 4: Simplifying Document Access and Permissions

You can use the Document Owner feature to ensure that the person who is responsible for maintaining the document also has the necessary permissions (i.e., edit access). This reduces confusion about who is responsible for updates, revisions, and approvals.

Permissions and Requirements for Document Owners

To ensure the proper management of documents, the following permissions and requirements apply to Document Owners:

• Edit Permission: Only users who have edit permissions for documents can be selected as the new owner. This ensures that the person managing the document has the appropriate access to make changes as needed.
• Clear Ownership: You can remove the current document owner by clearing the owner field. However, keep in mind that the document will no longer have a designated owner until a new one is selected.

Conclusion

The Document Owner feature in Handbook streamlines the process of managing your organization’s content, ensuring that each document has a designated person responsible for its upkeep. Whether you’re assigning ownership across departments, adjusting for role changes, or ensuring that your content remains up-to-date, this feature provides clarity and accountability in managing your documents.

If you have further questions or need assistance, feel free to reach out to our support team!