Bulk editing allows you to efficiently update multiple contract records with the same information simultaneously, supporting accuracy and consistency across records. This feature is designed to enhance visibility and streamline contract data management, making Tropic an effective source of truth for your organization.
You can bulk edit contracts (up to 25 records at a time) to add or update information across several contract records at once. The following standard contract fields are available for in-line and bulk edits, depending on the specific field requirements and user permissions:
- Contract Owner
- Department
- Start Date
- End Date
- Contract Value
- Review Reminder Date
- Payment Terms
- Billing Frequency
- Payment Method
- Opt Out Period (Days)
- Purchase Category
- Signed Date
- Variable Spend
In addition, all suggested and custom fields (e.g., Invoice Number, Purchase Order Number, and any of your custom created fields) are editable in-line when enabled in your organization’s setup, supporting tailored data capture that aligns with your organization’s specific reporting needs.
Some fields will display as grayed out because they either influence related data when modified or are derived from calculated values (e.g., Renewal Type and Status). These fields require individual contract page access for any adjustments.
Certain fields are also system-defined or calculated, preventing manual editing. For example:
- Opt Out Date: Determined by contract terms, this date is auto-calculated and not directly editable.
- Source Contract Value: Reflecting the contract’s original value in its currency, this value is fixed and cannot be modified.
For more information on editing these fields individually, refer to our Edit Contracts article.
Bulk Editing Contracts
Requires the following role: Owner
- In Tropic, click Contracts.
- In the All Contracts tab, select one or more contracts (up to 25 at a time).
- Click Edit Selections to enable in-line edits on the selected contracts.
Tip: When using Edit Selections mode, you can also add or remove columns to customize your view. This can help you focus on specific fields for editing across multiple contracts, making the process even more efficient.
- For fields that allow multiple values, such as Department, Contract Owner, or Billing Frequency, you can select different options for each record by clicking the Multiple Values dropdown. This dropdown lets you apply a new value to all selected records without overwriting existing details, giving you flexibility in managing varied data across contracts.
Removing a Contract Owner from multiple contracts will mark the owner field as Not Set for all selected records, rather than retaining existing owners.
- Use in-line editing to adjust specific fields directly within the contract list.
- Certain fields will appear grayed out because they either influence related data when modified or are derived from calculated values (e.g., Renewal Type and Status). These fields require individual contract page access for any adjustments.
- After making all necessary adjustments, click Save Changes to save your changes across all selected records.
Note: When bulk editing contract records, ensure that upgrades or add-ons are properly documented. If updating multiple contracts to reflect a contract amendment, consider adding "w/ amendment" in the description field to maintain clarity.
Additional Resources
For more information about Contracts please visit our documentation in Help Center