Copying a Contract
This process outlines the steps to copy a contract that has previously been submitted in Unit4 to create efficiencies for entering subsequent contracts for the same employee.
To begin, you will need to determine the Form ID number from the contract you are copying. To find this, go to your "My Contracts (Manager)" Report. Within this report you can view ‘Read-only’ versions of all your forms or locate any Form ID’s as needed.
From your home screen, navigate to the “Reports” tab in the left-side menu, click on "HR" then on "My Contracts (Manager)”.
Once in the “My Contracts (Manager)” window, click the blue “Search” button to load all of your contracts.
Note: Any ‘Employment Contracts’ submitted in U4 with you as the Hiring Manager, will be listed here within this report. If you were not listed as the Hiring Manager on the contract, you will not be able see the contract. Please reach out to HR@selkirk.ca and they can assist pulling a report as needed.
You can scroll through to find the contract you are looking for; or, you can filter your selection by typing in the column headers. For example, if you were looking for a specific employee, type either their first or last name in-between asterisks in the field and click ‘Search’.
PLEASE NOTE: If you are only wanting to copy a few contracts, you can skip to Step 10. If you want to copy a large volume of contracts the steps below will assist with filtering.
The first option is to use the “Selection Criteria” filter; located at the top of your “My Contracts (Manager)”. Enter the date range of the desired contracts you are looking for. For example, if you are looking for all of your summer starts try searching July 1, 2022 to September 1, 2022.
The Second Option: Once in the “My Contracts (Manager)” window, click the blue “Search” button to load your contracts. Then, click on “Export” at the bottom of your screen.
A window will open with export options; select the “Default [.xlsx]”, Unit4 will then generate an excel report for you to open.
Open the Excel spreadsheet and click “Enable Editing”.
Turn on the “Filter” option. This is within the “Home” tab and on the far-right side.
You can now filter as needed. For example, if you need a list of all the contracts renewing around August; find the “Contract Start Date” column, click on the filter for this column, then narrow your search by year and months as needed.
10. Once you have your Form ID’s ready, go back to your Unit4 home page. From the left-hand menu click on “Forms”, then under ‘Form Maintenance’ click “Copy Contract Form”.
11. Within the “Copy Contract Form” you will notice two fields. The first one is “Contract Form ID”; in this field you will type the “Form ID” number of the contract you are copying, then press “tab”.
Note: You cannot enter a range of contacts, contract ID’s are to be entered one at a time.
The second field is “Hiring Manager”, this field will auto-populate with your Resource ID (Employee Number).
Note: If you are copying a contract on behalf of someone and would like the new copy to go directly to them to complete, you can change the Resource ID to theirs. If you will be filling out the new contract, you can leave the Resource ID as your own at this stage and change it to theirs when completing the contract for Approval.
12. When ready, click “Save” at the bottom of your screen. The contract will now be duplicated and a New Form ID assigned. Shortly you will see the new contract in your tasks, ready to complete.
13. Majority of the contract will be filled in as per the last contract, please give it a thorough review and fill in the remaining details. Once complete, you can then submit for approval and entry.
Note: If the contract you are copying was initially from a competition, please make sure to change the “New Employee?” field from “New” to “Existing”, otherwise you will not have options for “Existing Workload Changes”.
Related Articles: