Articulate 360 Teams: Managing Content When Users Leave Your Team

Maintain control of your content and intellectual property. When someone leaves your team, you must transfer their shared content to another team member. Then choose whether or not to include their personal content.

Online content a user creates with Articulate 360 apps is connected to their Articulate ID and is considered personal content. Once they share the content with the team, it stays with the subscription until they unshare it. See the table below for a list of personal and shared content:

 

When someone leaves your team, and their email is deactivated, you'll completely lose access to their personal content. In most cases, you should include their personal content when transferring to another team member to maintain control of your team's content and intellectual property. However, there are a few scenarios where you could choose not to include personal content, such as:

• A team member leaves temporarily, and no one else needs to access their Rise 360 and Review 360 content before they return.
• A contractor or freelancer used their personal Articulate ID to join your team, and they have personal content connected to it. When that happens, follow the tips in How Freelancers Work With Articulate 360 Teams.

Whatever the scenario, we have steps for you.

• Remove the User from Your Team
• Transfer Shared and Personal Content
• Transfer Only Shared Content
• Transfer Content to a New User When There's No Open Seat

Remove the User from Your Team

Manage your team right in your web browser. Go to https://id.articulate.com/redirect/account and sign in with your Articulate ID email address and password. Then, click Manage Team on the left side of the screen and follow the steps below. (You must have either primary admin, 360 admin, or group manager permissions to see the Manage Team page.)

1. Click their name from the list to launch the Edit permissions sidebar. 
• Members with primary admin or 360 admin permissions can remove multiple users at once by selecting the checkboxes beside their names. Note that content from selected users with creator permissions may only be transferred to one member.
2. Click the Remove from 360 link at the bottom.
3. Click the Transfer to field to select a team member as the new owner of the removed user's shared content. You can type the first few letters of the receiver’s name to filter the list, as shown below.
   
• If the person you want to transfer content to hasn’t joined the team yet, invite them to the team and assign creator permissions first before removing the old user. You can transfer content to them when they accept your invitation to join the team.
• If there are no available licenses for the new user, choose None and contact support after the new user is assigned creator permissions. We’re working to make the experience better. See this section for more details.
4. Choose either of the following options (See below for details on each option):
• Transfer shared and personal content
• Transfer Only Shared Content

Transfer Shared and Personal Content

To remove a user and include their personal content in the transfer, keep Include personal content selected and click Remove User.

What happens when you transfer content to someone else?

1. The user you removed from the team receives an email notification confirming that they were removed.
2. The user also loses access to any Review 360 items with private share links.
3. The new owner receives an email notification about the content transferred to them. They have full control over Rise 360 courses, microlearning, label sets, and block templates; Review 360 items (including Storyline 360 project backups) and review requests; and Storyline 360 team slides. Know where to find transferred content.
4. Rise 360 collaborator access and folder share settings for Rise 360 and Review 360 are also transferred to the new owner.
5. Course collaborators on Rise 360 courses and shareable links for Rise 360 and Review 360 content remain the same, so everyone who has access can continue to use them.

Who can you transfer content to?

You can transfer content to any team member with creator permissions. You can’t divide content among multiple users. However, the new owner can transfer Rise 360 courses to other team members.

The new owner must be a member of your team with creator permissions. If they haven’t joined your team yet, invite them to the team and assign creator permissions first before removing the old user. You can transfer content to them when they accept your invitation to join the team.

Does all the content from the original user get transferred?

Yes, all of the user’s Rise 360 courses, microlearning, Review 360 items (including Storyline 360 project backups), review requests, and Storyline 360 team slides are transferred to the new owner. Rise 360 collaborator access and folder share settings for Rise 360 and Review 360 are also transferred to the new owner. Here's what the new owner sees.

Transfer Only Shared Content

To remove a user from your team without transferring their personal content, uncheck Include personal content before clicking Remove User.

What happens when you remove a user and don't include their personal content?

1. The user receives an email notification confirming that they were removed.
2. The user also loses to any Review 360 items with private share links.
3. The user’s private Rise 360 courses, microlearning, and Review 360 items (including Storyline 360 project backups) remain on our servers up to six months. During that time, shareable links for the projects continue to work, so your team can still view them. However, no one will be able to edit or manage them. Any collaborators will have their access to the content revoked. 
   
   If the user rejoins your team, joins another team, or buys an individual subscription with the same email address within six months, they’ll have full control of their private Rise 360 content and Review 360 items again.
4. The new owner of the shared content receives an email notification about the content transferred to them. They have full control over Rise 360 courses and microlearning in the team directory, label sets, and shared block templates; Review 360 items in the team directory (including Storyline 360 project backups) and review requests; and Storyline 360 team slides. Learn more.
5. Rise 360 collaborator access from shared content and folder share settings for Rise 360 and Review 360 are also transferred to the new owner.

Transfer Content to a New User When There's No Available License

How do you transfer content to a new user when you don't have a license to give them? Follow these steps:

1. Remove the user’s creator permissions on the Manage Team page using any of these methods:
2. Click the Transfer to field and select None - do not transfer content. We will keep personal and shared content in an unowned state until you’re ready to transfer it to another team member.
3. Click Confirm or Remove User to free up the creator license.
4. Assign the creator license to the new user who will receive the content.
5. Have the member with primary admin permissions contact us with the following information, and we’ll transfer the unowned content to the new team member.
   • Subscription number or name
   • Email address of the user that was removed from the team
   • Email address of the new user who will receive the removed user's content