Transfer Items

Programs evolve. Teams restructure. Mission areas shift. When they do, your data structure needs to keep up — and manually moving records one by one isn't an option at scale. Transfer Items lets administrators move filtered records between nodes in bulk, keeping your data ontology aligned with organizational reality without losing a single field value, attachment, or history entry.

Why This Matters

• Organizational changes happen faster than anyone plans for. Transfer Items means your CORAS structure can reflect the new reality the same day the decision is made — not weeks later after someone manually reassigns hundreds of records.

• The filter-first approach means you move exactly the records that qualify — not everything in a node, not a manual selection. Define the criteria, confirm the results, transfer with confidence.

• Nothing is lost in the move. Field values, attachments, and history all travel with the record to its new node.

When to Use This

• Reassigning records when a program moves from one office or command to another

• Transferring ownership or responsibility across nodes during a personnel transition

• Reorganizing your node structure after a workspace or mission area realignment

Step 1: Navigate to Transfer Items

Go to Admin Settings and select Transfer Items under the Data Cleansing section.

Step 2: Select the Source Location

In the Location From section:

1. Use the left dropdown to select the node or nodes where the source records are currently located — you can select multiple nodes

2. On the right, choose the List containing the records you want to transfer — only lists tied to the selected nodes will appear

Step 3: Define the Filter Criteria

In the Find Items With section, configure which records should be transferred:

1. Field — choose the field to filter by — for example, Status, Owner, or Priority

2. Condition — select the appropriate condition:

   • is equal to

   • is any of

   • is none of

   • contains

   • does not contain

   • and other options depending on field type

3. Value — the third box updates based on your field and condition selection. Enter or select the specific value to filter on.

Click + to add another filter row. Click — to remove one. Stack multiple conditions to narrow the transfer to exactly the records you need.

Step 4: Find Matching Items

Click Find Items. Results appear at the bottom of the screen showing the number of matching records and a preview of the items that will be transferred.

Review the results before proceeding. Confirm the records shown are the ones you intend to move.

Step 5: Set the Destination

In the Destination section, use the dropdown to select the target node where the items should be moved.

Step 6: Execute the Transfer

Once your source, list, filter criteria, and destination are confirmed:

1. Click Transfer Items

2. The system processes the request and moves the filtered records to the destination node

The transfer is complete. Moved records retain all field values, attachments, and history in their new location.

Get Help

Contact your Customer Success Manager or visit the Customer Resource Center for additional support with Transfer Items and data management in CORAS.