Articulate 360 Teams: Managing Content When Users Leave Your Team

When a user leaves your team, you don’t always want their content to go with them—especially since that content may contain proprietary or other sensitive information. Articulate 360 Teams empowers you to choose what happens to a user’s shared and personal content when they leave, helping you maintain control of your intellectual property. Here’s how it works.

Online content a user creates with Articulate 360 apps is connected to their Articulate ID and is considered personal content. Once they share any of that content with the team, it becomes shared content, unless they unshare it. Shared content remains with the subscription, so it must be transferred to another team member before the user leaves the team.

You also get to choose how to handle that user’s personal content—content connected to their Articulate ID but not shared with the team. You can either retain access to their personal content by transferring it along with the shared content or lose access to that content by allowing it to remain with the departing user. Note that once the user leaves your team and their email is deactivated, you'll completely lose access to their personal content unless you have transferred it before deactivation. The table below shows examples of personal and shared content to help you decide how to proceed.

 

In most cases, you’ll want to include personal content when transferring content to another team member to maintain control of your team's intellectual property. However, not including personal content in a transfer can make sense in some specific scenarios. For example, when:

• A team member is leaving 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.)

No matter the situation, we’ve outlined the process and each option step by step below.

• 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 Available License

Remove the User from Your Team

To get started with removing a user from your team, 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, see this section for workaround options.
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 retain access to their personal content in the transfer, keep Include personal content selected and click Remove User, as shown below:

What happens when you transfer the removed user's 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. (Learn 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 single team member with creator permissions. (Content can’t be divided among multiple users.) However, once the transfer is complete, 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 once they’ve accepted 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, as shown below:

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. They lose access 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.
4. 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.
5. 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.
6. 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

What happens if you need to transfer a removed user’s content to a new user, but you’ve used up your team’s available creator licenses? You have two workaround options:

• Temporarily assign group manager permissions to the new user
• Remove the old user and temporarily keep their content unowned within the subscription

Temporarily Assign Group Manager Permissions to the New User 

To use this workaround, you’ll need to create a new group for the member being removed, assign group manager permissions for that group to the new user, and then ask the new user to remove the former member and transfer the license and content to themselves. (Group manager permissions only allow access to users within their group. They won’t have access to other users and subscription settings, and they don’t use up a creator license.)

Here’s how to do that, step by step:

1. Create a new group without assigning a license.
2. Move the user who left your team to this new group.
3. Add the new user to your team, temporarily enable manager permissions, and assign them as a group manager for the new group. Group managers don’t consume licenses.
4. When the new user accepts your invitation to join the team, ask them to remove the user who left your team and transfer the content to themselves. You can share these additional instructions:
   

   Please follow these steps to transfer the license and the previous user’s content: Sign in to the Manage Team page: https://id.articulate.com/redirect/manage using [new user’s email address] Search for [email address of the user who left your team] and click it. Click the Remove from 360 link at the bottom of the sidebar. Click the Transfer to field and select your name from the dropdown. [Select/Deslect - decide whether to include personal content or not] the Include personal content checkbox. Click Remove user to accept the terms and complete the process.

5. The new user becomes the content owner, taking the license vacated by the user you removed and automatically getting creator permissions.
6. If you don’t want the new user to continue to have group manager permissions, disable that permission. They’ll still have creator permissions and own the content that was transferred to them.

Remove the old user and keep their content unowned within the subscription

This approach lets you remove the user and temporarily keep their private and shared content as unowned within the subscription. Once you’ve assigned a license to the new user, contact us and we’ll transfer the content.

Follow these steps to proceed:

1. Remove the user’s creator permissions on the Manage Team page using any of these methods:
   • Disable the Create toggle at the top of the Edit permissions sidebar.
   • Click the Remove from 360 link at the bottom of the Edit permissions sidebar.
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. Skip this step if you only have one license in your subscription.
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