intelligentcontract allows you to make edits to multiple records at once using the Bulk Update feature.  


Select more than one record in any of the summary screens using the checkbox's to the left and the [Edit Select] button on the right of the screen will become available.


Fig 1 - Edit Select 


The Edit Select feature has three options to Bulk Update records:

  • Delete - Deletes the selected records
  • Archive - Archive the selected records
  • Bulk Update - Choose one or multiple fields from the selected records and change their values

Note: If you have the Approvals feature turned on then there will be 2 more options displayed specifically for Approval bulk update, please read this article all about Approval Bulk Update regarding their usage


Steps to Update

1. Select the fields you want to update. Scroll down the list of available fields and highlight one you wish to edit. Click the right facing arrow to move the field into the 'Selected Fields' list. You choose to bulk update as many fields as required. Click Next to continue.

Fig 2 - Bulk Update step 1


2. Set the new values for selected the fields from step 1. All selected records with these fields will be updated.

Fig 3 - Bulk Update step 2


Multiple select value fields (such as Organisational Units) have 3 methods of updating the data.

Fig 4 - Bulk Update multi selection


  • Replace existing values with this selection - Replaces the values in the field with the data entered here.
  • Add this selection to existing values - Rather than overriding the current data this option will add the values entered in this stage to the data currently in the field.
  • Remove items in this selection from existing values - Rather than overriding the current data this option will remove the values entered in this stage from the data currently in the field.


3. Click Next to continue. The changes will now have now been made to the fields on the selected records.


Tip: Bulk update can be used for security groups too. Handy if you need to add/remove a security group from multiple records



Bulk Approval


If you have existing contracts and switch on the Approvals feature, all the existing contracts will have an approval status of “Pending”. You may want to move some or all of your existing contracts into the “Approved” status, this can be achieved by using the Bulk Approval feature.  You must be an administrator to complete this step. 


Navigate to: Contract Summary screen


Fig 1 - Bulk Approve option


  • Select the view “All Contracts”. As you have now switched on Approvals you will now have the column “Approval Status”. This column will show the current approval status of your contracts
  • Use the select box to select each contract that you wish to set to “Approved”
  • Click on [Edit Selected] and choose 'Bulk Approve'
  • Add a note to give the reason why the contract was approved, this note will be added to each contracts Approval record. click [Next]


Fig 2 - Update Note

  • You will receive a message “You are about to approve 'x' contracts. Do you wish to continue?”. Click [OK]
  • After a short time the process will complete and your selected contracts will be shown as approved.
  • An Approval transaction record will be created for this action

Fig 3 - Bulk Approved Contracts


Bulk Update Approve status back to Pending

There may be a circumstance where you are required to update multiple contracts Approval status back to Pending in order to send out Approval again, this may be because the Approval was given in error or that the Approval Route has now changed and Approval is requested again.


  • Using the select box to select each contract that you wish to reset back to “Pending”
  • Click on [Edit Selected] and choose 'Update Approval Status to Pending'
  • Add a note to give the reason why the contract was reset, this note will be added to each contracts Approval record. click [Next]
  • You will receive a message “You are about to approve x contracts. Do you wish to continue?”. Click [OK]
  • After a short time the process will complete and your selected contracts status will be shown as "Pending"
  • An Approval transaction record will be created for this action

Note: To learn more about Approvals, please use this link to take a look at all our Approval articles