Mass modification of contracts
With the help of the mass modification of contracts, many contracts can be processed at once.
To use the mass change function, you need authorization to process contracts.
All changes made using the mass change are logged in the change history of the affected contracts.
Performing the mass change
First, create or select a filter in the contract list (menu item Contracts & Documents > Contract Management > Contracts) that contains the contracts to which the mass change is to be applied.
Then click More and Mass Change in the contract list toolbar.
The mass change wizard then guides you through the necessary steps.
By clicking on Delete at the bottom right, the mass change can be cancelled at any time. The selected contracts then remain unchanged. Contracts are not deleted at any time by the mass change. |
Step 1 – Selection of contracts to be modified
Select whether all contracts of the current filter should be adjusted or further limit the selection at this point.
Step 2 – Selecting the changes to be made
The following contract data can be changed with the mass change:
User shares
The read and/or write accesses for all selected contracts can be overwritten.
This is especially helpful when responsibilities for contracts have changed within the organization.
Field contents
Changes the contents of fields in the selected contracts.
Step 3.1 – Changing User Shares
Select which users and/or user groups should have read/write access to the previously selected contracts.
Write access to contracts automatically includes read access.
If read or write authorizations are already stored in the selected contracts, these are overwritten by the mass change. |
The Remove all user permissions option can be used to remove read or write permissions already stored in the contracts.
Contract creators and users who have write access to contracts of all users or read access to contracts of all users in the user administration setting are not affected by this. |
Step 3.2 – Change field contents
Select the fields to be changed in the previously selected contracts. Then enter the new value on the right-hand side that is to apply to all contracts.
If a field is to be cleared in all contracts, select it but do not select a new value on the right-hand side.
If contracts based on different contract templates have been selected, the fields available in the contracts may differ.
The fields displayed in step 3 are grouped accordingly into fields that are available in all selected contracts and fields that are only partially available in the selected contracts. Fields that are only available in some of the selected contracts are only changed in these contracts by the mass change. |
Step 4 – Summary
In step 4, you receive a summary of the previously selected settings for the mass change.
Check them carefully and confirm them using the Start mass change button.
After confirming the Start mass change button, the mass change can no longer be cancelled.
The changes made cannot be revoked. |
Step 5 – Confirmation
The successful execution of the mass change is confirmed.
Exit the wizard by clicking the Close button.
Copying contracts
To create similar contracts very quickly, an existing contract can be copied.
To copy contracts, you must have the authorization to create contracts.
In a contract, click the Copy button in the toolbar to create a copy of the contract.
In order to copy the file attachments of the source contract into the new contract as well, confirm the following dialog “Copy file attachments” with Yes.
The contract copy is then created and automatically opened in edit mode.
The name of the new contract shall be preceded by the text ‘Copy of’.
Release of contracts
Users initially only have read and write access to contracts that they have created themselves.
In addition, there are several ways to grant users read and write access to other contracts.
In order to gain read or write access to certain contracts, the corresponding users always need the Read Contracts or Edit Contracts right beforehand, as described under User Rights. |
Deletion of contracts
To delete a contract, you need both the authorizations for editing contracts and for deleting contracts.
In a contract, first click on Edit in the toolbar and then on Delete and confirm the subsequent dialog again with Delete.
The contract, including its file attachments and amendment history, will be irrevocably deleted. |
Read and write access to specific contracts for individual users
A contract can specifically grant one or more users read or write access to that contract.
To do this, click More > User Shares, enable the Search Users option, and select the user under Read Access or Write Access.
Please note that granting write access to contracts automatically includes read access. |
Read and write access to specific contracts for user groups
In a contract, specific read access can be granted to one or more user groups for this contract.
All members of this user group automatically get access to the contract.
To do this, click More > User shares, activate the Search user group option and select the user group under Read access or Write access.
Please note that granting write access to contracts automatically includes read access. |
Read and write access to all contracts
Certain users can be given read and write access to all contracts in the organization, regardless of the settings made directly in the individual contracts.
To do this, activate the option Read access to contracts of all users or Write access to contracts of all users in the user administration on the tab Advanced under External documents: Contracts.
Please note that granting write access to all contracts in the organization automatically includes read access to those contracts. |
Creating filter views
With the help of filter views, the contract list can be limited according to certain criteria and the type of display (sorting, columns to be displayed) can be defined.
Both the filtering and the display are saved combined in a filter view and can thus be recalled at any time.
Creating a new filter view
To create a new filter view, click More in the Contract List toolbar and click New Filter View.
The dialog for defining the filter criteria opens.
First enter a name for the new filter view at the top of the dialog.
Editing an existing filter view
In the toolbar, select a filter from the drop-down list and click Edit Filter.
The dialog for defining the filter criteria opens.
Deleting a filter view
To delete a filter view, select the filter from the drop-down list in the toolbar and click Edit Filter.
The dialog for defining the filter criteria opens. Click Delete View in the lower left corner.
Definition of the filter criteria
In the dialog for the definition of the filter criteria, the contracts can be filtered according to various criteria.
Criteria can be combined by means of AND or OR links. To do this, first select the AND or ORoption on the left-hand side.
Then click the plus icon on the right to add a criterion. In the dialog that opens, you can choose from all the fields that are available in all the organization’s contract templates.
The Search field in the dialog allows you to quickly find the desired criterion.
The contract template criterion can be used to filter all contracts that were generated from a specific contract template.
The Group option can be used to add another criteria level.
The following examples show possible configurations of filters.
Example 1
This filter shows all leases for the location CIRRUS Marketing Ltd.
The Location field has been defined in the contract template as a lookup field of type Organizational Unit.
Example 2
This filter shows all vehicle contracts that are managed by the responsible buyers “Jonathan Bruckner” OR “Alina Hamann”.
The Responsible Purchaser field has been defined in the contract template as a lookup field of type User.
Example 3
This filter shows all vehicle contracts that expire by the end of the year.
The Contract End field has been defined as a date field in the contract template.
The filter updates itself automatically, so that the contracts whose end date is in the current year are always displayed.
Defining the columns to be displayed
The columns to be displayed in the contract list can be defined as part of the filter view. All fields that are available in all contract templates of the organization can be defined as columns.
In the contract list in the toolbar, first select the filter view from the drop-down list whose columns you want to define.
Then click Edit More > Columns in the toolbar.
In the dialog that appears, you can select the columns to be displayed in the filter view.
The Search field in the dialog allows you to quickly find the desired column.
Confirm the selection with Save to add the selected columns to the filter view.
If you call up the selected filter view again at a later time, the column configuration is automatically applied again.
Defining the column sequence
The column order in the contract list can also be defined as part of the filter view.
In the contract list in the toolbar, first select the filter view from the drop-down list whose column order you want to define
Then click and hold a column heading and drag the column to the desired position. The new column order is automatically saved.
If you call up the selected filter view again at a later time, the column order is automatically applied again.
Defining the sorting
Sorting in the contract list can also be defined as part of the filter view.
In the contract list in the toolbar, first select the filter view from the drop-down list whose sorting you want to define
To change the sort order of the list, move the mouse over the column headers and click the arrow icon that appears in the column you want to sort.
By clicking on the arrow symbol again, the sorting order can be reversed. The new sorting is automatically saved in the filter view.
If you call up the selected filter view again at a later time, the sorting is automatically applied again.