Indiana University

University Human Resources

Mass Renew Contract

Mass E-Docs are intended for Initiators to perform the same transaction for several employees on one document rather than a separate document for each individual employee. An example of that is renewing several academic contracts on one document. Rather than doing individual Renew Contract for each one, the initiator would use the Mass Renew Contract to renew them all on one document. Typically, this is used for large numbers.

1. Once you are in the HRMS Portal, click on Mass Renew Contract. Enter search criteria based on the following instructions. Note: there are several options. A maximum of 300 records will be displayed.

1a. Search by Position Number.

1b. OR you can search by Route Controls if you do not know the Position Number. This search will return everyone in your department or you may specify a specific salary plan

TIP: The preferred way to search for Mass Renew Contracts is by Position Number. When you do the search by Position Number, it will bring back a maximum of 300 records. If you have more than 300 incumbents in a position, you can also put a letter in the name box which will bring back everyone with a name beginning with that letter.

2. After the search results are displayed, there are two options to selecting the records.

2a. You may click the select all button which will result in all of the records being selected.

NOTE: Only 50 records can be selected at a time. If more than 50 records are returned, you will need to narrow your selection to 50 records before proceeding. If you fail to choose only 50 records, a warning message will appear telling you to select only 50. If this process is overlooked and the document has not been fully routed, all University ID numbers will be locked until the next day. If you want to continue with the remaining employees, you will need to manually record the 51st record as a starting point.

2b. OR you may select individual records as shown in the example below.