COBBLESTONE SOFTWARE

Contract Insight — User Guide

Mass Transfer Contract Tasks

Data Management: Transferring Contract Tasks Between Employees

Note: Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. A transfer reassigns live records in bulk and should be performed by an Application Administrator.

 1. Overview

Contract tasks are assigned to the people responsible for completing them, so when someone leaves, changes role, or hands their workload to a colleague, their outstanding tasks have to move with them. Reassigning tasks individually is impractical once there are more than a handful, so Contract Insight can reassign them in bulk.

Two operations are available for tasks. Everything currently assigned to one person can be handed to another in a single action, or every task where a chosen field holds a chosen value can be assigned to one person. The first moves a whole workload; the second moves a slice of it.

Both apply to many tasks at once and cannot be undone, so the selections are worth checking before the transfer is run.

2. Accessing the Contract Tasks Transfer Screen

Contract task transfers share a screen with contract transfers, separated by a tab. To open it:

From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Configuration & Fields, select Transfer Records, then click the Contract Tasks tab. 

The screen opens on the Contracts tab, so the Contract Tasks tab has to be selected before making any selections. The two tabs look alike, and each panel’s wording names the records it acts on — contracts or contract tasks.

Note: Selecting the tab first matters. The panels on the Contracts tab carry almost the same labels, and a transfer started on the wrong tab reassigns contracts rather than tasks.

3. What the Contract Tasks Tab Offers

Two panels are available on the Contract Tasks tab:

• Give one person’s contract tasks to someone else — “Everything currently assigned to the first person moves to the second.” It has FROM and TO person dropdowns and a Transfer button.
• Hand over contract tasks that match a field value — “Every record where the chosen field holds the chosen value is assigned to one person.” It has FIELD, EQUALS and ASSIGN TO dropdowns and a Transfer button.

Note: The field-value change offered on the Contracts tab is not available for tasks. The Contract Tasks tab carries the two reassignment operations only.

4. Before You Transfer

The banner at the top of the screen states the terms of the operation: the changes are permanent and cannot be undone, and they do not set off any workflow rules.

The first means there is no reverse operation — putting tasks back means running another transfer. The second means that anything normally triggered when a task changes hands, such as a notification to the new assignee, will not fire and has to be handled separately.

Note: Before transferring, get a sense of how many tasks are involved — for example by filtering a task list on the person or the field value first. The action button in each panel stays unavailable until that panel’s selections have been made, which is a useful check that nothing has been left blank.

5. Transferring All of One Person’s Tasks

Function: Moves every contract task currently assigned to one person across to another.

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Configuration & Fields, select Transfer Records, then click the Contract Tasks tab.
2. In the Give one person’s contract tasks to someone else panel, choose the current assignee from the FROM dropdown.
3. Choose the person taking the tasks from the TO dropdown.
4. Verify that the correct people are selected in both dropdowns.
5. Click Transfer.

Note: This moves everything currently assigned to the person named in FROM. Where only part of their workload should move, use the field-value transfer in Section 6 instead.

6. Transferring Tasks That Match a Field Value

Function: Assigns every contract task where a chosen field holds a chosen value to one person.

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Configuration & Fields, select Transfer Records, then click the Contract Tasks tab.
2. In the Hand over contract tasks that match a field value panel, choose the field to match on from the FIELD dropdown. The list holds the fields on the task record — for example Amount, Alternate Email, or Auto Complete On End Date — and is searchable, so a field can be found by typing part of its name.
3. Choose the value to match from the EQUALS dropdown.
4. Choose the person the matching tasks go to from the ASSIGN TO dropdown.
5. Verify that the correct field, value and person are selected.
6. Click Transfer.

Note: This reassigns every task where the field holds that value, whoever currently holds it. It is the option for handing over a category of work rather than one person’s whole workload.

7. Verifying the Transfer

Steps:

1. Open the task lists for the people involved — for example through the My Tasks panel on the homepage for your own tasks, or a contract record’s tasks for a specific contract.
2. Confirm the person who received the tasks now holds the ones you expected.
3. Confirm the person the tasks came from no longer holds them, where a whole workload was moved.
4. Open one or two of the reassigned tasks and check the assignment on the task itself.
5. Because no workflow rules fire, tell the new assignee directly that the tasks have moved to them.

Note: Check soon after running the transfer, while the selections you made are still fresh. Correcting a transfer means running another one in the opposite direction, which is easier while it is clear exactly which tasks moved.

8. Transferring Contracts Instead

The Contracts tab on the same screen reassigns contracts rather than tasks. It offers the same two operations — give one person’s contracts to someone else, and hand over contracts that match a field value — along with a third that changes one field’s value everywhere it appears.

Note: Contracts and contract tasks are transferred separately. Moving someone’s contracts does not move the tasks on them, so where a full handover is needed, run the transfer on both tabs.

9. Quick Reference Summary