COBBLESTONE SOFTWARE

Contract Insight — User Guide

Scheduled Jobs: Contracts

Configuration Group: Scheduled Jobs - Contracts

Note: Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. This group configures the content and timing of contract alerts; the jobs that send them are managed on the Scheduled Jobs screen, as described in Section 8.

1. Overview

The Scheduled Jobs - Contracts configuration group holds the settings that control the contract alert and task alert email the system sends on a schedule. It defines what those messages say, which links and information they include, who replies are directed to, and how often each alert job runs.

Scheduled Jobs - Contracts contains 22 settings, organized under four subsection headings in the settings panel: CONTRACT TASKS, CONTRACTS, GENERAL, and TIMERS.

Note: The CONTRACT TASKS and CONTRACTS subsections each contain a setting named Email Body Beginning Text, Email Body Ending Text, and Email Subject Line. They are separate settings: the CONTRACT TASKS versions apply to contract task alerts, and the CONTRACTS versions apply to contract record alerts. Confirm which subsection a setting sits under before changing it.

As with every configuration group, each setting is presented as a single row containing:

• The name of the application setting, with a MANAGED BY COBBLESTONE badge where applicable
• A description of what the setting does
• An editing control holding the current value — a toggle, a text box, or an Edit content button for the rich-text message settings
• A “Last changed” line recording when the setting was last modified and by whom

Because this group is maintained from the Administration area, only Application Administrators — or other users specifically granted the appropriate permission — can view and change these values.

2. Accessing the Scheduled Jobs - Contracts Group

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu.
2. On the Administration page, under Configuration & Fields, select Application Settings.
3. In the CATEGORIES rail on the left, click Scheduled Jobs - Contracts. The category is highlighted, and the count beside it shows the number of settings it contains.
4. The settings panel on the right is headed Scheduled Jobs - Contracts with its setting count, and lists the settings under the CONTRACT TASKS, CONTRACTS, GENERAL, and TIMERS subsection headings.

A specific setting can also be reached without browsing the category, by typing part of its name or description into the Search box at the top of the Application Settings screen. Because several setting names appear twice in this group, the search results show which subsection each match belongs to.

3. CONTRACT TASKS Settings

The CONTRACT TASKS subsection controls the content of contract task email alerts and how tasks are sorted on the details screen.

The CONTRACT TASKS settings are:

• Email Body Beginning Text — The beginning text for the body of contract task email alerts. Edited through the rich-text editor using Edit content.
• Email Body Ending Text — The ending text for the body of contract task email alerts. Edited through the rich-text editor using Edit content.
• Email Subject Line — The text appended to the subject line of contract task email alerts. Entered in a text box.
• Include Contract Info — Displays contract information on all contract task email alerts. Toggle.
• Include Approve & Links — Adds links to the email that approve or reject a task upon login authentication. Toggle.
• Contract Tasks - Details Screen Task Grid Sort Order — The sort order of the task grid on the contract details screen. Managed by CobbleStone.

4. CONTRACTS Settings

The CONTRACTS subsection controls the content of contract record email alerts, what the subject line reveals about the alert, clause change notification, and automatic data extraction when a contract is added from a file.

The CONTRACTS settings are:

• Email Body Beginning Text — The beginning text for the body of contract email alerts. Edited through the rich-text editor using Edit content.
• Email Body Ending Text — The ending text for the body of contract email alerts. Edited through the rich-text editor using Edit content.
• Email Subject Line — The text appended to the subject line of contract email alerts. Entered in a text box.
• Display Date Field for Alert in Email Subject Line — Enables or disables including the display name of the date field that caused the alert — Contract End Date, Early Warning Date, or Annual Review Date — in the subject line of contract email alerts. Toggle.
• E-mail Address to notify when a Clause list item is changed — Email addresses, separated by commas, alerted when a clause list item is modified. The default is blank. Entered in a text box.
• Auto Extract Contract Data — When adding a contract record from a file, runs the auto extract and map fields process. Toggle.

Note: Enabling Display Date Field for Alert in Email Subject Line makes each alert self-explanatory — the recipient can tell from the subject whether the alert was triggered by the contract end date, an early warning date, or an annual review date, without opening the message.

5. GENERAL Settings

The GENERAL subsection controls which links are included in contract and contract task email alerts, and where replies are directed.

The GENERAL settings are:

• Display Link for Contracts — Displays a link to the contract record in the email alert. Toggle.
• Display Link for Contracts Tasks — Displays a link to the contract task record in the email alert. Toggle.
• Display Social Media Links for Contracts — Displays social media links for contracts in the email alert. Toggle.
• Display Social Media Links for Contract Tasks — Displays social media links for contract tasks in the email alert. Toggle.
• Reply To Address for Contracts & Tasks — The email address used as the Reply To on all scheduled contract and contract task email alerts. Multiple addresses can be specified, separated by semicolons or commas. Entered in a text box.

6. TIMERS Settings

The TIMERS subsection sets how often each contract alert job runs. Values are expressed in minutes and entered in text boxes. Where a setting notes it, specifying 0 disables the job.

The TIMERS settings are:

• Contracts Emailer Timer — How often contract email alerts are sent, in minutes. Specify 0 to disable.
• Contract Task Email Timer — How often contract task email alerts are sent, in minutes. Specify 0 to disable.
• Escalation Timer — How often escalations to contract tasks are checked, in minutes. Specify 0 to disable.
• Signing Remainder Email Timer — How often contract signing reminder alerts are sent, in minutes. Specify 0 to disable.
• Bid Alert Emails Timer — How often bid alerts are sent.

Caution: Setting a timer to 0 stops that alert entirely, and it stops silently — no error is raised and no message is queued for later. Where contract alerts are reported as missing, check these timer values before investigating anything else.

7. Modifying a Scheduled Jobs - Contracts Setting

Function: Changes the content or timing of contract alerts for the entire system.

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Configuration & Fields, select Application Settings, then click Scheduled Jobs - Contracts in the CATEGORIES rail.
2. Locate the setting by name under its subsection heading, confirming whether you need the CONTRACT TASKS or CONTRACTS version where the name appears in both.
3. Change the value using the control on the right of the setting row — a toggle, a text box for the subject lines, addresses, and timers, or Edit content for the four rich-text message settings.
4. For a rich-text setting, a drawer slides out from the right headed SCHEDULED JOBS - CONTRACTS and the setting name. Edit the content using the editor toolbar — Bold, Italic, and Underline, a Paragraph format dropdown, Blockquote and list controls, Insert Hyperlink and Insert Image, Code View for the underlying HTML, and Undo and Redo — then click Close.
5. The setting is marked with a CHANGED badge, an Undo link appears beneath it, a dot appears beside Scheduled Jobs - Contracts in the CATEGORIES rail, and a banner at the top of the screen reports how many changes are ready to save.
6. Click Save changes in the upper right to commit the change, or Discard to put every changed setting back to its saved value. Undo on the setting row reverts that one setting only.

Note: The message settings supply the wrapper around the alert. The beginning and ending text surround the contract or task details the system inserts, and the subject line text is appended to the subject the system generates — so neither replaces the alert content itself.

8. Related Contract Alert Administration

This group defines what the contract alerts contain and how often they are sent. The jobs that actually send them are managed on the Scheduled Jobs screen, reached from the Administration page under Automation & Data.

The corresponding jobs under the E-Mail Alerts Scheduler are:

• Contract E-Mails — driven by the Contracts Emailer Timer
• Contract Task E-Mails — driven by the Contract Task Email Timer
• Contract Task Escalations — driven by the Escalation Timer
• Signing Remainder Email — driven by the Signing Remainder Email Timer
• Bid Alert Emails — driven by the Bid Alert Emails Timer

On that screen each job can be run immediately with Run now and its outcome reviewed in its History, which is the quickest way to confirm that a change to these settings has taken effect. The system-wide sweep frequencies are held in the Schedule Manager group, and the equivalent settings for other record types are in the Scheduled Jobs - Reports and Scheduled Jobs - Solicitations groups.

9. Quick Reference Summary