topic Re: Transfer ownership of survey to another user in ArcGIS Survey123 Questions

Transfer ownership of survey to another user

KyleGarrison — Thu, 03 Nov 2016 20:39:46 GMT

Hello,

I have a survey being used by multiple members within and outside of my organization. I've authored and published this survey and the feature class, etc under my AGO credentials (therefore the feature class, etc. are in my AGO content) and it is shared within a group to end-users. I need to transfer 'ownership' to another user within my organization so that they can take over the management of the survey form/feature class (the form content needs to be routinely updated). Because the survey is already vetted and in use, we prefer to not re-publish the same form under a different name and require end-users to re-download. Is this possible? I've found that survey123 connect only allows the creation/publication of new surveys when using another machine/user, rather than providing the ability to update an existing form/survey.

Thank you for the help!

Re: Transfer ownership of survey to another user

JamesTedrick — Thu, 03 Nov 2016 22:03:29 GMT

Ownership can be changed via the ArcGIS Online item management interface (Manage items—ArcGIS Online Help | ArcGIS ).

1) As an admin (or have your admin), login to www.arcgis.com

2) Go to 'My Organization' (If you are the admin, you can go to 'My Items' and skip the next step).

3) Go to the survey owner's entry, click on it to show a user info popup and select 'Manage Items'

4) The survey form and feature service are located in a folder Survey-<Survey Name>. Click on that folder and then check both items.

5) Click on the 'Change Owner' button. Select the new owner. Create a new folder with the same name as the existing user's folder and select it. Then select change owner.

Re: Transfer ownership of survey to another user

Guest001 — Mon, 09 Jul 2018 15:51:07 GMT

James,

Similar question - however is there a way to construct a feature and related survey 123 as described in this process Survey123 for ArcGIS: Advanced Topics - YouTube and then transfer to a different oranization?

We would like to set up a "template" for point features collected in ArcCollector and have the reaming data be filled out in a related html embedded link.

The plan is to create and test this under our company AGO organization and then migrate the template features and related survey123 to a client's ArcGISEnterprise where it would permanently reside data and user access

I think the main issue is the embedded html link - when transferring from one organization to another the html link would also change correct?

What would be the best way to set up and then transfer the "template"?

thanks!

Re: Transfer ownership of survey to another user

PatriciaCarbajales-Dale — Wed, 12 Jun 2019 14:48:57 GMT

We have the same question. Any response?

Re: Transfer ownership of survey to another user

JamesTedrick — Thu, 13 Jun 2019 16:02:25 GMT

Hi Patricia,

The pattern I would suggest for this is:

1) Download a file geodatabase of the feature service. Add the feature classes/tables to the enterprise geodatabase and publish as a feature service.

2) In Survey123 Connect, select the form, click on it's menu (3 bars in the lower right) and select 'Create a new survey'

3) In the form's XLS file, update the submission_url setting to the feature service in Enterprise

4) In Survey123 Connect, log in to the Enterprise deployment and publish the form.

Re: Transfer ownership of survey to another user

PatriciaCarbajales-Dale — Thu, 13 Jun 2019 20:41:42 GMT

Thank you

Re: Transfer ownership of survey to another user

Anonymous User — Tue, 29 Oct 2019 13:48:46 GMT

James - is this still the proper way to change ownership of a survey? Just checking since it's 3 years old. We can't find anything in the S123 site part to change owner, so assuming this is still valid. Thanks.

Re: Transfer ownership of survey to another user

JamesTedrick — Fri, 01 Nov 2019 18:34:34 GMT

Hi Nathan,

These instructions still apply. One additional note is that if you need to update the survey via Survey123 Connect, you would also need to update some information in the form's .iteminfo file - specifically the `owner` and `ownerfolder` properties.

Re: Transfer ownership of survey to another user

Anonymous User — Mon, 04 Nov 2019 13:20:15 GMT

Thanks James

Any progress on making this whole survey process easier? We have departments where people work on surveys together and the current installation/sharing is really cumbersome and frankly annoying to have to deal with. Being able to install connect to a network location, sharing/working on surveys together, not having to go through all this to move a survey, etc. would be nice.

Re: Transfer ownership of survey to another user

TimothyKing3 — Thu, 07 Nov 2019 17:40:38 GMT

Hi James,

What specifically needs to be updated in the 'owner' and 'ownerfolder' and what is the process of updating that?

Thanks,

Re: Transfer ownership of survey to another user

DougBrowning — Thu, 07 Nov 2019 20:06:28 GMT

Agreed and I have been asking for this a lot. In order for this to be enterprise ready this needs to be addressed. People on vacation, people quit, etc and our multimillion dollar project is dead in the water.

The other major issue for us is that the forms are stored in a location where most IT depts do not backup. Already lost my forms once. Really wish we could just point to a directory like most other programs.

Both is these issues give managers pause (and heartburn) in trusting a roll out of the product.

I do not mean to harp I am just hitting a wall here with so many different projects and forms (will be over 250 forms next year to manage).

thanks for considering!

Re: Transfer ownership of survey to another user

PatrickClaflin — Fri, 08 Nov 2019 13:20:59 GMT

James,

I agree with Nathan and Doug above. The process of transferring items is likely an ArcGIS Online platform problem beyond simply Survey123, but I think the S123 team strongly needs to consider better support for transfers.

The higher-ed site licenses recently changed to now differentiate between academic users (professors, students) and administrative users (campus police, facilities, planners, utilities managers, etc). Many administrative users had created surveys on accounts which now need transferred to new accounts for their departments.

We have gone through the transferring process several times and it's been quite frustrating, particularly for live surveys which have hundreds or thousands of features with attachments, which don't transfer. Re-attaching these files to features is a cumbersome process and some folks here have resorted to manually re-entering data.

We have lots of folks who will need to transfer surveys in the near future. Many of them are likely to be too busy to recreate data or figure out how to reattach files and would abandon Survey123 for paper or other methods.

Re: Transfer ownership of survey to another user

LeighDurland — Thu, 13 Feb 2020 20:19:50 GMT

James Tedrick‌ this really needs to be addressed. why cant a group be owners? giving ownership to one person is just bad business. this is already giving me nightmares and were just starting out. Is this going to be looked into and hopefully changed?

Re: Transfer ownership of survey to another user

JamesTedrick — Thu, 13 Feb 2020 23:46:09 GMT

Hi Leigh,

This is directly inherited from ArcGIS Online's ownership model - an item can only have one owner. We are researching how practical it is to use the 'all update' group with the form and feature services (it is primarily designed for web map and web application collaboration).

Re: Transfer ownership of survey to another user

Dannyvan_Kempen — Mon, 22 Jun 2020 09:03:26 GMT

Hi guys,

Does anybody have experience wit the directory changees in the survey123 connect folders and the best way for succes?

"Additional note is that if you need to update the survey via Survey123 Connect, you would also need to update some information in the form's .iteminfo file - specifically the `owner` and `ownerfolder` properties".

Re: Transfer ownership of survey to another user

Anonymous User — Thu, 02 Jul 2020 19:08:57 GMT

James

Any updates on if this is being worked on? We just ran into an issue with this again where I created a survey in Connect and shared to a group for field work tracking shoreline erosion and I went on vacation for a week and on day 2 of my vacation, the group needed questions changed and nothing could be done because I used Connect and was the owner. Having someone else from our GIS department be able to load the survey, change a few things, and republish the survey would have solved it in 5 minutes. Instead they had to wait a week for me to come back.

We're going on several years of having S123 and it's frustrating that simple stuff like this continues to be an issue.

Re: Transfer ownership of survey to another user

AndreaRyffel — Wed, 26 Aug 2020 09:58:07 GMT

Hi Danny,

I don't have an answer but I have the same question. Anyone?

Re: Transfer ownership of survey to another user

SolanaFoo2 — Wed, 06 Jan 2021 23:55:49 GMT

Hi James,

So does your solution keep the item id for the survey the same? So the end-user does not have to re-download the Survey form when the ownership change is complete?

Thanks!

Re: Transfer ownership of survey to another user

SolanaFoo2 — Thu, 07 Jan 2021 00:14:26 GMT

Item ids staying the same is also important because we are using a jump link from Collector out to our Survey123 forms. If the item id changes between owners, then the link in Collector must be manually updated to point to the new Survey form. If not, users may accidentally enter data into an old survey form or one that no longer exists/is available to push to.

Re: Transfer ownership of survey to another user

DougBrowning — Wed, 01 Sep 2021 21:27:22 GMT

We have to migrate accounts now and we were able to change owners successfully just today.

1. Select the form items and then Change Owner - Create a new folder with the exact same name. See here https://community.esri.com/t5/arcgis-survey123-questions/transfer-ownership-of-survey-to-another-user/td-p/787623

2. Even though the folder is the same name the Folder ID changes. 123 uses this to track the folder. To change Close Connect. In each form folder on your harddrive change this in the formname.iteminfo file

"owner": "myNEWusernamehere",
"ownerFolder": "80a70206aab647f0881ba7df1a9a81b7"

You can get the folder id from the address bar when in Content then click on the folder.

Note if moving machines you would need to copy the My Survey Designs folder content over.

3. Open Connect and sign in as the new owner. You should see it link up ok (no download arrow).

At this point I was able to publish again as the new owner, make changes, etc.

Worked for me. Of course this is a one time deal not meant to do on the regular.

See more here https://community.esri.com/t5/arcgis-survey123-questions/survey-won-t-publish-as-form-was-moved-to-a/m-p/1094677#M36897