---
title: "5.5 Opting out of Email Messages"
slug: "55-opting-out-of-email-messages-1"
updated: 2026-10-29T17:05:25Z
published: 2026-10-29T17:05:25Z
canonical: "wiki.cobblestonesoftware.com/55-opting-out-of-email-messages-1"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://wiki.cobblestonesoftware.com/llms.txt
> Use this file to discover all available pages before exploring further.

# 5.5 Opting out of Email Messages

**COBBLESTONE SOFTWARE**

Contract Insight — User Guide

**5.5 Opting out of Email Messages**

*Module: Vendor/Client Gateway › Step 5: Vendors/Clients on the Gateway › 5.5 Opting out of Email Messages*

**Note:** Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Custom fields are configurable, so the exact field list on a contract category record may vary between environments.

# 1. Overview

Contract Insight doesn't have a single "unsubscribe" screen. Instead, whether a person receives system email is controlled by fields on that person's record and by system-wide settings:

- **Vendor/client contacts** are opted in or out on their contact record in **Directory → Vendors / Customers → Company Contacts**, using the **Send Email** field (and, where used, **SendOpportunityEmails**).
- **Employees** have per-person email fields on their record in **Directory → Employees**: **Notify If Item Added or Updated** in the Details section, and **Include in From Email List** in the Record Info section.
- **System-wide email behavior** is set by administrators in **Administration → Application Settings**, under **Email Manager** (reply alerts, alert email bodies, CC addresses, From address and display name) and **Employees** (employee task email timers, escalation timer, email content options, and the Reply To address).

# 2. Key Elements

- **Send Email** (vendor/client contact): set to **Yes** to include the contact in emails related to press releases and marketing, or **No** to opt them out.
- **SendOpportunityEmails** (vendor/client contact): a Yes/No value shown next to Send Email on the contact form.
- **Notify If Item Added or Updated** (employee, Details section): when Yes, the employee gets notifications when items are added or updated through the Gateway.
- **Include in From Email List** (employee, Record Info section): when Yes, the employee's email address can be selected in the "From" address bar when sending emails from within CobbleStone (non-SendGrid emails only). It controls sending, not receiving, and is set to No on the test record reviewed.
- **Application Settings → Email Manager:** Alert on Reply toggle, Contract/e-Source/Request/Vendor Alert Email Bodies, CC Addresses, and the From Address/From Display Name. The From Address is managed by CobbleStone; contact support to change it.
- **Application Settings → Employees:** Employee Tasks Email Timer and Employee Tasks Escalation Timer (in minutes; 0 disables), Include Email Info, Include task complete buttons in email, and Reply To Address for Email Tasks.

# 3. Opting a Vendor/Client Contact out of Email

1. From the Contract Insight homepage, click the **Directory** icon in the left navigation bar and select **Vendors / Customers**.
2. Find the company and click **Manage** on its row to open the record.
3. Click the **Company Contacts** tab, then click **Manage** on the contact you want to update.

![Company Contacts tab with a contact Manage button highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/08-vendor-contacts.jpg)

1. The contact opens in a side panel. Click **Edit** at the bottom of the panel. Optionally, click the expand icon in the panel header to show the fields in columns.
2. Scroll down to the gateway fields. Set **Send Email** to **No** to stop press release and marketing emails to this contact, or **Yes** to opt them back in.
3. Update **SendOpportunityEmails** if your process uses it.
4. Click **Save**, or **Cancel** to discard your changes.

![Contact edit form with Send Email, SendOpportunityEmails and Save highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/09-vendor-contact-send-email.jpg)

# 4. Managing an Employee's Email Settings

## 4a. Opening the Employee Record

1. From the Contract Insight homepage, click the **Directory** icon in the left navigation bar.
2. Select **Employees**.

![Directory menu with Employees highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/01-directory-employees.jpg)

1. On the **Employees** list, use the **Search** box to find the employee.
2. Click **Manage** on the employee's row to open the record.

![Employees list with Search and Manage highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/02-employee-list.jpg)

## 4b. Updating the Employee's Email Fields

1. On the **Record Details** tab, the **Details** section contains **Notify If Item Added or Updated**. Set it to **No** to stop notifications about items added or updated through the Gateway. Click the pencil icon on the field or the section to edit it.
2. Scroll down to the **Record Info** section (or click **Record Info** in the **Sections** list on the right). The **Include in From Email List** field shows its current value.
3. Click the pencil icon in the **Record Info** header to edit the section.

![Employee Record Info section with Include in From Email List highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/03-employee-record-info.jpg)

1. Choose **Yes** or **No** in the **Include in From Email List** drop-down.
2. Click the check mark in the section header to save, or the **×** to cancel.

![Record Info in edit mode with the Include in From Email List drop-down and save/cancel highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/04-employee-edit-field.jpg)

# 5. Reviewing System-Wide Email Settings (Administrators)

## 5a. Opening Application Settings

1. From the Contract Insight homepage, click the **Administration** icon at the bottom of the left navigation bar.
2. Under **Configuration & Fields**, click **Application Settings**.

![Administration page with Application Settings highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/05-admin-app-settings.jpg)

## 5b. Email Manager Settings

1. In the **Categories** list, click **Email Manager**.
2. Use the **Alert on Reply** toggle to turn email alerts to the assigned person on or off when a reply is received.
3. Click **Edit content** next to the **Contract**, **e-Source**, **Request**, or **Vendor Alert Email Body** to change the text of those alerts.
4. Enter any addresses that should be copied on every system-generated email in **CC Addresses**, separated by commas.
5. Scroll down to review the **From Address** (managed by CobbleStone) and **From Display Name**.

![Email Manager settings with key controls highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/06-email-manager-alerts.jpg)

## 5c. Employees Email Settings

1. In the **Categories** list, click **Employees** and scroll to the email settings.
2. Set **Employee Tasks Email Timer** to how often employee task email alerts are sent, in minutes. Enter **0** to turn these alerts off for everyone.
3. Set **Employee Tasks Escalation Timer** to how often escalations are checked, in minutes. Enter **0** to turn escalations off.
4. Use **Include Email Info** (Edit content) to show or hide employee information in task email alerts, and the **Include task complete buttons in email** toggle to add task-complete buttons to the email.
5. Click **Edit content** next to **Reply To Address for Email Tasks** to change the Reply To address on scheduled employee task email alerts.
6. Click **Save changes** at the top of the page to apply your changes, or **Discard** to undo them. Changes take effect for everyone as soon as they are saved.

![Employees settings with email controls highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/07-employees-settings.jpg)