COBBLESTONE SOFTWARE

Contract Insight — User Guide

Mass Transfer Contracts From/To Employees

Data Management: Transferring Records 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

When someone leaves, changes role, or takes over a colleague’s portfolio, the records assigned to them have to move with the responsibility. Reassigning those records one at a time is impractical once there are more than a handful, so Contract Insight provides a screen that reassigns them in bulk.

Three operations are available. Everything currently assigned to one person can be handed to another; every record where a chosen field holds a chosen value can be assigned to one person; and a single field value can be replaced with a different value everywhere it appears. The first two reassign records between people, and the third is a bulk edit of one field.

Each of these applies to many records in a single action and cannot be undone, so the selections are worth checking carefully before the operation is run.

2. Accessing the Transfer Records Screen

All three operations are on one screen. 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.

The screen opens on the Contracts tab, with a warning banner across the top and the available operations beneath it, each in its own panel.

 3. Before You Transfer

The banner at the top of the screen sets out what a transfer does and does not do:

• The changes are permanent and cannot be undone — there is no reverse operation, and putting records back means running another transfer or correcting them by hand
• The changes do not set off any workflow rules, so approvals, alerts and other automation tied to the fields being changed will not fire
• On the Contracts tab, records under a legal hold are left alone and are not reassigned

Because a transfer is applied in bulk, take a moment to confirm how many records the selection covers before running it — for example by filtering the Contracts list on the person or the field value first, so the number of affected records is known in advance.

Note: The action button in each panel stays unavailable until the selections that operation needs have been made, which is a useful check that nothing has been left blank.

4. Choosing Contracts or Contract Tasks

Two tabs sit beneath the banner, and they determine which records the operations act on:

• Contracts — offers all three operations: give one person’s contracts to someone else, change one field’s value everywhere it appears, and hand over contracts that match a field value
• Contract Tasks — offers the two reassignment operations: give one person’s contract tasks to someone else, and hand over contract tasks that match a field value

Note: Select the tab before making any selections. The panels look alike on both tabs, and the wording of each panel names the records it acts on — contracts or contract tasks.

5. Transferring Everything from One Person to Another

Function: Moves everything 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.
2. Select the Contracts or Contract Tasks tab, depending on which records are being reassigned.
3. In the Give one person’s contracts to someone else panel — or Give one person’s contract tasks to someone else on the Contract Tasks tab — choose the current owner from the FROM dropdown.
4. Choose the person taking the records from the TO dropdown.
5. Check both names, then click Transfer.

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

6. Transferring Records That Match a Field Value

Function: Assigns every record 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.
2. Select the Contracts or Contract Tasks tab.
3. In the Hand over contracts that match a field value panel — or Hand over contract tasks that match a field value — choose the field to match on from the FIELD dropdown. The list is searchable, so the field can be found by typing part of its name.
4. Choose the value to match from the EQUALS dropdown.
5. Choose the person the matching records go to from the ASSIGN TO dropdown.
6. Check all three selections, then click Transfer.

Note: This reassigns every record where the field holds that value, regardless of who currently owns it. It is the option to use for handing over a department, a location, or a contract type rather than a whole portfolio.

7. Changing a Field Value Everywhere It Appears

Function: Replaces one value with another across every record that carries it. Available on the Contracts tab.

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.
2. On the Contracts tab, go to the Change one field’s value everywhere it appears panel.
3. Choose the field to change from the FIELD dropdown.
4. Choose the value being replaced from the REPLACE dropdown.
5. Choose the value replacing it from the WITH dropdown.
6. Check the three selections, then click Change value.

Note: Only values already in use are offered in the REPLACE and WITH dropdowns. To move records onto a value that is not yet used anywhere, set that value on a single record first, then run the change.

8. After the Transfer

Steps:

1. Open the area the transfer affected — the Contracts list, or the tasks for the people involved.
2. Filter or search on the person who received the records and confirm the expected records are now assigned to them.
3. Check the person the records came from no longer holds them, where the whole portfolio was moved.
4. Open one or two of the reassigned records and confirm the change is reflected on the record itself.
5. Where a record page offers it, use Actions → View History to confirm the change was recorded against the record.

Note: Because a transfer sets off no workflow rules, anything that would normally follow a reassignment — notifications to the new owner, approval routing, alert recipients — has to be handled separately.

9. Quick Reference Summary