---
title: "Mass Transfer Contracts From/To Employees"
slug: "mass-transfer-contracts-fromto-employees-1"
updated: 2026-09-22T20:26:24Z
published: 2026-09-23T12:55:57Z
canonical: "wiki.cobblestonesoftware.com/mass-transfer-contracts-fromto-employees-1"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://wiki.cobblestonesoftware.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Mass Transfer Contracts From/To Employees

## **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

| **Task** | **How to Complete It** |
| --- | --- |
| **Open the screen** | Homepage → Administration → Configuration & Fields → Transfer Records. |
| **Pick the records** | Contracts tab for contracts, Contract Tasks tab for tasks. Contracts offers all three operations. |
| **Move a whole portfolio** | Give one person’s contracts to someone else: set FROM and TO, then Transfer. |
| **Move part of one** | Hand over contracts that match a field value: set FIELD, EQUALS and ASSIGN TO, then Transfer. |
| **Bulk-edit a value** | Change one field’s value everywhere it appears: set FIELD, REPLACE and WITH, then Change value. |
| **New values** | Only values already in use are offered — set a new value on one record first, then run the change. |
| **Know the limits** | Permanent and not reversible; no workflow rules fire; records on legal hold are left alone. |
| **Verify afterwards** | Filter the affected area on the new owner, open a record, and check Actions → View History. |