COBBLESTONE SOFTWARE

Contract Insight — User Guide

Initial Setup

Application Configuration: Licensing and Core Settings

Note: Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Everything on this screen applies to everyone and should be maintained by an Application Administrator.

1. Overview

Initial Setup is the first screen an administrator works through when a Contract Insight system is brought online, and the place to return to for the settings that sit beneath everything else: the license and activation keys, the addresses the application uses to reach its own services, how long a session lasts, and how task escalations behave.

The screen also reports the licensing position — whether the license key is validated, how many of each license type are in use, and exactly which modules, connectors and features the license includes. That makes it the quickest way to answer whether a capability is available before configuring it elsewhere.

As the screen puts it, these are “the license keys and core settings that bring a new system online. Everything here applies to everyone.”

2. Accessing the Initial Setup Screen

To open it:

From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Configuration & Fields, select Initial Setup.

Discard and Save changes sit in the upper right and stay unavailable until something has been changed. The screen is arranged as a row of license status cards, followed by the Application Licensing, Initial Setup and Task Management groups, and closing with What your license includes. 

3. Reading the License Status Cards

The cards across the top summarize the licensing position at a glance:

• License key — whether the key is Validated, and the licensing model, such as a Concurrent User System
• Activation — the activation type, such as Perpetual, together with the account number
• Admin user licenses, Super user licenses, Standard user licenses and Read-only user licenses — how many of each are currently active, against the maximum the license permits

Note: The per-level breakdown depends on the license in use. Where a legacy license has no user levels, a single total is shown instead of the four categories.

4. Application Licensing

The Application Licensing group holds the Application Activation Key and the Application License Key, both provided by CobbleStone when Contract Insight is purchased. Neither key is displayed. Each row shows only whether it is set and how long it is — for example “Set — 128 characters” — along with a Last changed line naming the date and the person, and a Replace key button.

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 Initial Setup.
2. In the Application Licensing group, find the key to be updated.
3. Click Replace key for that row.
4. Enter the key supplied by CobbleStone.
5. Click Save changes in the upper right.

Note: The group carries its own warning: changing the license key signs everyone out. Treat a key replacement as a planned change, made outside working hours where possible. Administrators are also warned in advance when the license key is within 30 days of expiring.

5. Initial Setup Settings

The Initial Setup group holds the core operating settings:

• Agent Address — the address of the agent site
• API Site Address — the address of the API site
• Bulk Processor Website Address — the address of the Bulk Processor, set and maintained by the system
• Website Address — the application’s own website address, set during initial startup
• Site Address Monitoring — whether the site address is monitored and updated based on the URL used to reach the site
• Session Timeout In Minutes — how long an employee session lasts; the default is 60 minutes
• Run Wizard — when on, the default homepage for administrators is the Configuration Wizard
• Show Work Spaces — whether the Work Space menu appears in the menu bar
• Show CobbleStone News Alerts — the URL used to show CobbleStone news and updates on the login page; leave it blank to disable
• System Alert Icon — whether the header system alert icon is shown
• Top Menu Configuration — whether the top menu is shown inline on each page
• Page Header Validation Message Introduction Text — the introductory wording for page header validation messages

Note: Do not set Session Timeout In Minutes to zero. Zero does not remove the timeout — it prevents people signing in to the system.

6. Task Management Settings

The Task Management group governs how task escalations and task-driven updates behave:

• Allow Continuous Escalations (Escalations on Escalated Tasks) — whether an already escalated task can escalate again; with it off, a task escalates only once
• Continuous Escalations – Escalate after days — how many days after the end date of an escalated task before it escalates again, used only where continuous escalations are enabled
• Allow for File Links in Task Email Alerts — whether links to files appear in task e-mail alerts
• Single Threaded Hierarchical Workflows — whether Workflow Manager handles workflow tasks in a single-threaded hierarchical structure
• Tasks – Record Updates Attribution — when on, a field update caused by someone completing a task is attributed to that person; when off, it is attributed to the system
• Tasks – Auto Record Updates Attribution — when on, field updates from a task the system auto-closes are attributed to the user the task was assigned to

Note: The two attribution settings decide whose name appears against a record after a task completes. They are worth agreeing deliberately, since they affect how record history reads later.

7. Changing a Setting

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 Initial Setup.
2. Find the setting in the Initial Setup or Task Management group and read its description to confirm it is the one you intend to change.
3. Change the value using the control on the row — a text box for an address or a number, or an On / Off toggle for a switch.
4. Click Save changes in the upper right to apply, or Discard to abandon the edits and restore the saved values.

Note: Each setting shows a Last changed line naming the date and the person, so the screen doubles as a record of what has been altered. Change one thing at a time on a live system and confirm the effect before moving on.

8. What Your License Includes

The final section lists everything the license covers, grouped so that availability can be checked quickly:

• Gateways & Portals — such as Vendor / Client Collaboration
• Application Modules — such as Purchase Order Management, Solicitation Management, Bulk Data Import Management, Database Integration Management and the Document Collaboration & E-Sign modules
• Additional Components — such as VISDOM+
• Connectors — such as External E-Sign Integrations, Web Services API, Single Sign-On: SAML & ADFS, SMS/Text Messaging Service, and the OFAC, D&B, SAM.GOV and Federal Clause Library data services
• System Features — such as Full Text Searching, Online Report Designer, Bulk Importing Manager, Workflow Manager, Customer Contract Rating and Sub Tables Manager

Note: Check this list before configuring an integration or module elsewhere in Administration. A configuration screen may open even where the capability is not licensed, so the license list is the reliable answer to whether something is available.

9. Quick Reference Summary