Where are the DingTalk Docs of a departing employee transferred?
Any Knowledge Base that the departing employee did not actively transfer will be transferred one by one to the recipient’s Knowledge Base.How are documents of departing employees transferred?
There are two transfer methods, as described below:| Knowledge Base of departing employee | Before departure: Active transfer | After departure: Passive transfer |
|---|---|---|
| My Docs | Not supported | Scope of passive transfer: 1. The departing employee’s My Docs 2. Any Knowledge Base the departing employee did not actively transfer How to set the recipient: 1. When the Organization Admin handles the departing employee’s account in the OA admin console: * Select “Transfer resources and delete” to designate a recipient. * Select “Delete directly” and the recipient defaults to the departing employee’s supervisor. 1. If the departing user is deleted via API, the recipient defaults to the supervisor. If the departing employee has no supervisor (for example, the CEO), the documents go to the Super Admin of the Organization. |
| Knowledge Base | Supported * Designate another Collaborator of a specific Knowledge Base as the “Owner”. * Each Knowledge Base must be transferred individually; batch transfer is not supported. |
How can an employee actively transfer documents before leaving?
Active transfer instructions for My Docs
- My Docs does not support active transfer before departure. All transfers must be handled as passive transfers after departure. See “Passive transfer instructions for My Docs” below for details.
Active transfer instructions for Knowledge Base
- Active transfer: A Knowledge Base for which the departing employee is the Owner can be transferred before departure.
- How to operate: The departing employee enters the Knowledge Base > goes to Knowledge Base members and permissions > Specified users and permissions, then sets the recipient as the “Owner”, or adds the recipient first and then assigns the role to complete the transfer. (Note: Currently, each Knowledge Base must be transferred individually; batch transfer is not supported.)
- After the transfer is complete, the departing employee can no longer view the Knowledge Base Content.
After departure, how are documents that were not transferred handled passively?
Passive transfer instructions for My Docs
- After departure, the entire content of the employee’s My Docs is packaged as “XX’s Knowledge Base” and moved into the recipient’s Knowledge Base.
- If no recipient is set, the departing employee’s My Docs is packaged as “XX’s Knowledge Base” and goes to the supervisor’s Knowledge Base by default.
- If the departing employee has no supervisor (for example, the CEO), it goes to the Super Admin’s Knowledge Base.
Passive transfer instructions for Knowledge Base
- After a Team User leaves, the Content in the departing employee’s original Knowledge Base will not be deleted. The system will transfer it to the recipient’s Knowledge Base by default.
- If no recipient is set, the departing employee’s Knowledge Base is transferred to the supervisor’s Knowledge Base by default.
- If the departing employee has no supervisor (for example, the CEO), it goes to the Super Admin’s Knowledge Base.
How do I set the recipient of a departing employee’s Knowledge Base?
The Organization Admin signs in to the DingTalk admin console at https://oa.dingtalk.com/. When handling the departing employee’s account in Contacts, set the recipient for the employee’s Knowledge Base as follows:- Select “Delete directly”: The recipient defaults to the departing employee’s supervisor.
- Select “Transfer resources and delete”: You can designate the recipient as the department supervisor, the Admin themselves, or a specified user.
- Select “Process departure and delete”: This starts the departure handover and security review process. Select Knowledge Base (Team space) > set the recipient.
- If the departing user is deleted via API, the recipient defaults to the supervisor. If the departing employee has no supervisor (for example, the CEO), the documents go to the Super Admin of the Organization.
Note: In the instructions above, the departing employee’s direct supervisor refers to the department supervisor in the DingTalk organization Contacts. For configuration details, see 👉 How do I manage Roles?. If the Organization has not configured this, the documents are transferred to the Organization Admin.
🙋 FAQ
What is the scope of passive Knowledge Base transfer?
- The departing employee’s My Docs.
- Any Knowledge Base for which the departing employee is the Owner and which has not been actively transferred.