The Transfer Clients bulk action lets you move multiple client records to another connected agency in a single operation, with options to include related records, keep data synchronized between agencies, and automatically archive clients in your agency after the transfer completes.

### Overview

- **What it is:** A bulk action type that transfers multiple client records from your agency to a connected destination agency. You can configure whether to include related records, synchronize data between agencies, and archive the source records after transfer.
- **Why it matters:** When clients move between jurisdictions, agencies merge, or caseloads are redistributed, transferring client records manually is slow and error-prone. This bulk action handles the entire process in one operation, ensuring data integrity and saving your staff significant time.
- **Who uses it:** Administrators and supervisors who manage inter-agency client transfers, jurisdictional changes, or organizational restructuring.
- **Expected outcomes:** All clients matching your filters are transferred to the selected destination agency. Based on your configuration, related records may be included, data may remain synchronized, and source records may be archived.

### Prerequisites

- You must have an active eCourtDate account
- You must be a super admin or have the **Create Bulk Actions** and **Update Bulk Actions** permissions
- You must be signed into the correct agency (verify the agency name in the top right corner)
- Your agency must have at least one connected agency to transfer clients to
- You should coordinate with the receiving agency before initiating the transfer

### How-To Steps

#### Step 1: Navigate to Bulk Actions

1. Sign in to your eCourtDate agency.
2. Click **Bulk Actions** in the top navigation bar.

#### Step 2: Create a New Transfer Clients Action

1. Enter a descriptive name in the **Action Name** field (e.g., "Transfer Probation Clients to Western District").
2. Select **Transfer Clients** from the **Action Type** dropdown.
3. Click the **Create** button.

#### Step 3: Configure Transfer Settings

The Transfer Clients action type includes several configuration fields specific to inter-agency transfers. Locate the **Bulk Action Settings** section and configure the following options:

1. Select the destination agency from the **To Agency** dropdown. This dropdown lists all agencies connected to your agency.
2. Check the **Related Records** checkbox if you want to include the client's associated records (events, cases, payments, and other linked data) in the transfer.
3. Check the **Sync** checkbox if you want to keep the client records synchronized between your agency and the destination agency. When enabled, changes made in either agency are reflected in both.
4. Check the **Archive After Transfer** checkbox if you want to automatically archive the client records in your agency after the transfer completes. This removes transferred clients from your active views while preserving the records.

> **Tip:** If you enable **Sync**, changes to the client record in either agency will be reflected in both. Only enable this option if both agencies need ongoing access to the same client data.

#### Step 4: Configure Client Filters

1. Scroll to the **Search Clients** section.
2. Select the filters to identify the clients you want to transfer:
   - Select a **Client Status** to target clients with a specific status
   - Select a **Group** to target clients in a specific group
   - Select a **Type** to filter by client type
   - Set a date range to target clients with events or records within a specific period
   - Select an **Assigned User** to target clients assigned to a specific staff member
3. Set the **Client Limit** to control the maximum number of clients to include.

#### Step 5: Search and Review Results

1. Click **Search** to find clients matching your filters.
2. Review the list of matching clients in the results area.
3. Verify the client count and confirm these are the records you want to transfer.
4. Click the **Include/Exclude** button next to any client you want to remove from the operation.

#### Step 6: Run the Bulk Action

1. Click **Live Run** to transfer the matching clients immediately.
   - Alternatively, click **Schedule Run**, set the **Scheduled Date** and **Scheduled Time**, then click **Schedule Run** to confirm.
2. Wait for the confirmation email indicating the bulk action is complete.

### What to Expect

After you click **Live Run**, the bulk action begins processing and transfers all included clients to the destination agency. The time required depends on the number of clients and whether related records are included. Here is what happens based on your configuration:

- **Related Records enabled:** Events, cases, payments, and other associated records are copied to the destination agency along with the client records.
- **Sync enabled:** The client records remain linked between both agencies. Updates in one agency are reflected in the other.
- **Archive After Transfer enabled:** After the transfer completes, the client records in your agency are automatically archived. They no longer appear in your active views but remain accessible through archive filters.

You will receive a confirmation email when the bulk action reaches **Completed** status.

### Best Practices

- Always coordinate with the receiving agency before initiating a transfer to ensure they are prepared to receive the client records
- Use the **Related Records** option to include all relevant data so the destination agency has a complete picture of each client
- Only enable **Sync** when both agencies need to maintain an ongoing shared view of the client records. For one-time transfers, leave it unchecked
- Enable **Archive After Transfer** to keep your active client list clean after transferring records to another agency
- Start with a small test batch (5 to 10 clients) to confirm the transfer works as expected before processing a larger group

### Frequently Asked Questions

**Q: What happens if I transfer clients without checking "Related Records"?**
A: Only the core client record is transferred to the destination agency. Associated records such as events, cases, and payments remain in your agency only. The destination agency will have the client's basic information but not their full history.

**Q: Can I undo a client transfer?**
A: Transfers cannot be automatically reversed. If clients were transferred incorrectly, the destination agency can transfer them back using their own Bulk Actions. Coordinate with the receiving agency to arrange a return transfer.

**Q: What does the "Sync" option do exactly?**
A: When **Sync** is enabled, the client records are linked between both agencies. Changes made to the client record in either agency (such as updating contact information or adding a note) are reflected in both. This is useful for shared caseloads or inter-agency collaboration.

**Q: Will the transferred clients keep their original assigned users in the destination agency?**
A: No. User assignments are specific to each agency. The destination agency will need to assign their own staff to the transferred client records.

**Q: Can I transfer clients to an agency that is not connected to mine?**
A: No. The **To Agency** dropdown only lists agencies that are connected to your agency. If you need to transfer clients to an unconnected agency, contact your administrator to establish the connection first.

### Troubleshooting

**Issue:** The **To Agency** dropdown is empty.
**Symptoms:** When creating a Transfer Clients bulk action, no agencies appear in the **To Agency** dropdown.
**Solution:**

1. Confirm that your agency has at least one connected agency. Check your agency connections under **Admin** > **Settings**.
2. Contact your administrator to establish a connection with the destination agency if one does not exist.

**Issue:** Transfer completed but related records were not included.
**Symptoms:** The destination agency received the client records but events, cases, or payments are missing.
**Solution:**

1. Verify that the **Related Records** checkbox was checked before running the bulk action.
2. If it was not checked, the related records were intentionally excluded. You may need to run a new transfer or manually share the missing records with the destination agency.

**Issue:** Client records are not synchronized after enabling Sync.
**Symptoms:** Changes made in one agency are not reflected in the other.
**Solution:**

1. Confirm that the **Sync** checkbox was checked when the transfer was run.
2. Allow a few minutes for synchronization to propagate.
3. If synchronization still does not work, contact support through the ticket button in the bottom right corner of the screen.

> **Important:** If you continue to experience issues after following these troubleshooting steps, sign in to eCourtDate and create a ticket by clicking the ticket button in the bottom right corner of the screen.

### Related Articles

- [How Bulk Actions Work](/how-bulk-actions-work)
- [How to Archive Clients via Bulk Actions](/how-to-archive-clients-via-bulk-actions)
- [How to Restore Clients via Bulk Actions](/how-to-restore-clients-via-bulk-actions)
- [How to Manage Clients](/how-to-manage-clients)
- [How to Copy Settings from One Agency to Another](/how-to-copy-settings-from-one-agency-to-another)
- [How to Send a Mass Message using Bulk Actions](/how-to-send-a-mass-message-using-bulk-actions)