Sharing a workbook when using ExtendInsights allows other users to view all the sheets with the latest data. However, there are scenarios that may require us to transfer ownership of the full workbook to get full control over the key functions when using the ExtendInsights app.
By transferring ownership, they will have the authority to:
Add or Edit schedules
Run saved searches on-demand
Transfer to a new owner
Revoke Access to workbook
Prerequisites
The new owner must have an ExtendInsights Analytics license.
User must have the proper NetSuite role and belong to the same organization.
Make sure to share your workbook with the new owner on OneDrive and SharePoint. Follow the steps here from Microsoft.
Steps to Transfer Ownership
Current Owner
Step 1: In the ExtendInsights panel, click on the Menu > Settings, then go to Transfer Ownership.
Step 2: Enter the new owner's email address and click Submit.
Step 3: Notify the new owner to accept the transfer request in their workbook. While waiting for the confirmation, the workbook will no longer be accessible.
Transferee (Who receives the transfer)
The user will have to manually assign connections to available saved searches.
Step 1: Open the shared workbook and log in to ExtendInsights.
Step 2: A notification prompt will appear. Click Accept and Proceed.
Step 3: Assign connections to available saved searches and select the appropriate reports.
FAQs
🔵 When will it be useful to transfer ownership of the workbook?
User is going on extended leave: Transferring ensures continuity while the user is unavailable.
Admin setup: The admin initially sets up saved searches and then hands over the workbook to employees for ongoing use.
Handover: During transitions, such as job role changes, transferring ownership ensures a smooth handover.
🔵 Will the schedule be transferred together with the saved searches?
Yes, the schedule will be inherited during the transfer. You can validate it by checking the schedule tab.
🔵 Will it transfer all the saved searches in the workbook?
You will be able to select saved searches that match the new owner's NetSuite account and role permissions. If a saved search cannot be assigned to a connection, an error prompt will appear.
🔵 What if the workbook is not accepted by the transferee?
The current owner will lose access, and the transferee or new owner must be reminded to accept the transfer request.
The owner can revoke the request or transfer to another email address.
🔵 I changed my mind and would like to keep the ownership of the workbook. What should I do?
In the ExtendInsights Panel, click on the Menu > Settings, then go to Transfer Ownership.
Click Revoke to regain ownership.
🔵 What should I do if my organization's email domain is changing?
If your organization is changing its email domain (for example, from user@oldcompany.com to user@newcompany.com), we strongly recommend transferring ownership of your ExtendInsights workbooks before you lose access to your old email address.
Transferring ownership ensures a smooth transition without disrupting your reports, schedules, or workbook access.
If you still have access to your old email address
Sign in to ExtendInsights using your old email address.
Open Menu > Settings > Transfer Ownership.
Transfer ownership of the workbook to your new email address.
Sign in to ExtendInsights using your new email address.
Verify that:
Your workbooks are accessible.
Your reports refresh successfully.
Your schedules (if applicable) are available.
If you no longer have access to your old email address
If you have already lost access to your previous email account, you will not be able to transfer ownership yourself.
Please contact CloudExtend Support for assistance. Our team will help you regain access to your workbooks and determine the best migration path.
Best Practice
Complete the ownership transfer before your organization's email migration or domain change. This helps prevent interruptions to scheduled reports and workbook access.