COBBLESTONE SOFTWARE

Contract Insight — User Guide

Contract Occurrence Management

Master Reference Data Management: Contract Occurrence

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 occurrence record may vary between environments.

1. Overview

Contract Occurrences are used to record how often a contract recurs, so that recurrence can be applied to contract records consistently. Examples include Monthly, Quarterly, and Annually. They are master reference data, maintained as a single shared list that contract records draw on, so that every contract uses the same set of occurrence values across the application.

Each contract occurrence record carries an Occurrence Name, an optional Occurrence Value, and a system-assigned Occurrence ID. Any custom fields configured for the environment also appear on the record. The system additionally maintains read-only Record Info values for each occurrence: Entered By, Entry Date, Updated By, and Date Updated.

Because the Contract Occurrences list is maintained from the Administration area, only Application Administrators — or other users specifically granted the appropriate permission — can create, edit, or delete contract occurrence records. Standard users can typically select an existing occurrence when completing a contract record, but cannot manage the underlying list.

2. Accessing the Contract Occurrences List

The Contract Occurrences list is the central management screen for all contract occurrence records. To open it:

From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Lookup Tables, select Master Reference Data, then click the Contract Occurrences tab.

Image Caption 

The Contract Occurrences list screen includes the following elements:

• A Master Reference Data heading with the subtitle “The built-in lookup lists records draw on. Pick a list to edit it.”
• A row of list selector tabs — Auto Extract Settings, Contract Categories, Contract Occurrences, Departments / Business Units, Document Hints, Entities, File Categories, Locations, Product / Service Codes, Rating Types, Record Statuses, Record Types, Risk Profiler Categories, Task Process Areas, and the VISDOM lists — with Contract Occurrences highlighted when selected
• A + New button to create a new contract occurrence
• An Export menu on the toolbar offering Excel, PDF, and CSV
• A columns icon (grid icon) that opens the Columns dialog, and a filter icon, at the right of the list toolbar
• A Search box at the right of the toolbar to filter the grid by keyword
• A sortable, filterable grid with Occurrence ID, Occurrence Name, Occurrence Value, Entry Date, Date Updated, Entered By, and Updated By columns, each with its own filter icon
• Per-row Manage (edit) and eye-shaped View action buttons
• Pagination controls at the bottom of the grid, with a live page and record count (for example, “1 of 4 pages (198 items)”) and an Items per page selector

3. Adding a Contract Occurrence

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Lookup Tables, select Master Reference Data, then click the Contract Occurrences tab.
2. Click + New on the list toolbar.
3. The Add new Contract Occurrence panel slides out from the right, headed CONTRACT OCCURRENCES/ Add new Contract Occurrence, with a field-completion indicator in the Details header (for example, “0 / 5 filled — 1 required”).
4. In the Details section, enter the required Occurrence Name (marked with a red asterisk) — for example, Monthly, Quarterly, or Annually.
5. Optionally enter an Occurrence Value, and complete any other custom Details fields configured for the environment.
6. The Occurrence ID field in the Details section is read-only, as is the Record Info section (Entered By, Entry Date, and Updated By); these values are populated by the system when the record is saved.
7. Click Save in the lower right of the panel to create the occurrence, or Cancel to discard it without saving.

Note: Entering just the Occurrence Name and clicking Save satisfies the minimum requirement for a new record. Icons in the upper right of the panel allow it to be expanded to full width or opened as a full page.

4. Viewing a Contract Occurrence

Navigate to the Contract Occurrences list as described in Section 2. There are then two ways to review a contract occurrence record:

4.1 Quick View

Click the eye icon on an occurrence’s row. A slide-out panel opens on the right showing the Details and Record Info tabs for that record, along with Done and Edit buttons.

4.2 Full Record (Manage)

Click Manage on an occurrence’s row to open the full contract occurrence record page. This page displays:

• A breadcrumb trail of Contract Occurrences › the occurrence name
• The occurrence name as the page title, with a “CONTRACT OCCURRENCE · ID ##” badge and an “Updated <date>” byline (followed by “by <user>” where a user is recorded against the update)
• Back, Actions, and Edit All buttons in the upper right, plus a toggle to hide or show the details panel
• A row of tabs for each section of the record: Details and Record Info
• A right-hand rail with a Contract Occurrence summary panel, a Risk register panel (with a + Add risk button), and a Sections list showing the count of sections on the record
• A VISDOM Assistant button in the lower right of the page, which opens a chat panel scoped to the current occurrence record

5. Editing a Contract Occurrence

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Lookup Tables, select Master Reference Data, then click the Contract Occurrences tab.
2. Click Manage on the row for the occurrence you want to edit to open its full record (or click the eye icon and then Edit from the Quick View panel).
3. Click Edit All in the upper right of the record page. The Details fields become editable inputs and a “1 required” indicator appears beside the tab row. To change a single value instead, click the pencil icon shown beside that field.
4. Update the Occurrence Name, and adjust the Occurrence Value or any custom field values as needed.
5. Click Save in the upper right to commit the change, or Cancel to leave the record unchanged.

Note: The Occurrence ID and the Record Info values (Entered By, Entry Date, Updated By, and Date Updated) are maintained by the system and cannot be edited.

6. Deleting a Contract Occurrence

Note: Prior to deleting an occurrence, make sure it is not being used by any contract records. Deleting an occurrence that is still in use can affect reporting and existing record associations.

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Lookup Tables, select Master Reference Data, then click the Contract Occurrences tab.
2. Click Manage on the row for the occurrence you want to remove to open its full record.
3. Click Actions in the upper right of the record page.
4. Under Record Actions, select Delete record (shown in red at the bottom of the menu).
5. Confirm the deletion when prompted.

The Actions menu also provides Update with VISDOM, View History, Print, Record PDF, Create New Record, and Record Permissions, along with the document-processing actions Approval Processes, Signature Processes, IntelliApprove, and IntelliSign.

7. Managing List Columns

Function: Controls which columns are displayed on the Contract Occurrences grid.

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Lookup Tables, select Master Reference Data, then click the Contract Occurrences tab.
2. Click the columns icon (small grid icon) at the right of the list toolbar.
3. The Columns dialog opens, subtitled “Untick a column to hide it from your view of Contract Occurrences.” It lists every available column as a checkbox — Occurrence ID, Occurrence Name, Occurrence Value, Entry Date, Date Updated, Entered By, and Updated By — plus a Select / unselect all option.
4. Untick any column to hide it from the grid, or tick it to show it again.
5. Click Apply to update the list view immediately, or Reset to default to restore the original column layout. Click Cancel (or the × in the dialog header) to close the dialog without changing anything.
   

8. Exporting the Contract Occurrence List

Navigate to the Contract Occurrences list as described in Section 2. The full list — or a filtered view of it — can then be exported directly from the Export menu on the toolbar:

• Excel — exports the current grid to a spreadsheet (.xlsx)
• PDF — exports the current grid to a PDF document
• CSV — exports the current grid to a comma-separated values file

An individual occurrence record can also be exported on its own using the Record PDF action in the Actions menu on the full record page. These exports are useful for sharing contract occurrence data with stakeholders who do not have Contract Insight access, or for offline recordkeeping.

9. Related Sections on a Contract Occurrence Record

A contract occurrence record organizes its information into tabbed sections, listed in the Sections panel on the right-hand rail with a count:

• Details — the field values for the occurrence: the Occurrence Name, the Occurrence Value, the system-assigned Occurrence ID, and any custom fields configured for the environment
• RecordInfo — system metadata for the record: Entered By, Entry Date, Updated By, and Date Updated

The right-hand rail also includes a Contract Occurrence summary panel and a Risk register panel, where risks can be recorded against the occurrence record using + Add risk (the panel reads “No risks recorded against this record.” when empty).

Sections can be added to or removed from a contract occurrence record’s layout through the Tab Details Setup administration tool, for administrators who need to adjust which related tables appear.

10. Quick Reference Summary