COBBLESTONE SOFTWARE

Contract Insight — User Guide

Create/Edit/Delete a Notification Template

03. Admin User Manual › Alerts & Notifications › Create/Edit/Delete a Notification Template

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

Administration → Notification Templates is where the wording of every system email is managed. Pick an Area (Contracts & Committals, Employees & Users, Purchase Orders, Requests, Solicitations & Procurements, or Vendors & Customers) to list its templates, then select a template to edit it across three tabs: Message (Title, Description, Subject, and Body, with HTML and Rich text views and a placeholder list), Fields (which of the record's details the message can show), and Rules (which records the message applies to). Below the body you choose a Theme, who is told when the template changes, and whether the template is Active, which turns a template off without deleting it. Use + New template to create a template and Delete to remove one. Edits take effect on the next send.

2. Key Elements

• Area dropdown and Filter these templates box: list every template scoped to that area's underlying table (for example, tblContracts). Inactive templates show an off badge.
• Message tab: Title, Description, Subject, and Body (HTML / Rich text), plus the Insert a placeholder panel (Record values, Links and buttons, Lists of related rows).
• Fields tab: Find a field to add and + Add, each field's Name in the message, Comes from, and Shown as format, and Save fields.
• Rules tab: Match ALL/ANY, + Condition, + Group, Count matching records, and Save conditions.
• Theme applies one of the configured Notification Themes (Design themes) to how the email looks. Active controls whether the scheduler sends the template at all.
• Preview with sample data shows the email built from a real record, Save commits changes, + New template creates a template, and Delete removes the selected template.

3. Navigating to Notification Templates

1. From the Contract Insight homepage, click the Administration icon at the bottom of the left navigation bar.
2. In the Search administration box, type Notification (or scroll to the Automation & Data category).
3. Click the Notification Templates tile.

Note: The Notification Themes tile beside it controls the header, colors, and footer that a template's Theme applies. See Notification Template Themes.

4. Opening an Existing Template

1. On the Notification Templates page, click the Choose an area... dropdown and select an area (for example, Contracts & Committals).

2. To narrow a long list, type part of a template's name in Filter these templates....
3. Click a template in the list to open it in the editor. Each entry shows the template's name and underlying table; an off badge means the template is not active.

5. Creating a Notification Template

1. Navigate to Administration → Notification Templates (see Section 3) and click + New template in the top-right corner.
2. In the New notification template panel, complete the fields:
   • Name: what administrators will call the template. It is not shown to the recipient.
   • Area: the kind of record the template's emails are about.
   • Record type: the area's own records, or one of its related lists. This determines which placeholders the message can draw on.
   • Theme: how the email looks. You can change it later.
   • Description (optional): a note about when the template is used.
   • Also email these addresses whenever this template changes: separate several addresses with commas, or leave empty.
   • Active (the scheduler sends this template): check to let the scheduler send it.
3. Click Create and choose fields to create the template, or Cancel to close the panel without saving.

The new template opens so you can choose its fields (Section 6c) and then write its message (Section 6a).

Note: Consider leaving Active unchecked until the message, fields, and rules are finished and previewed, so the scheduler does not send an incomplete email.

6. Editing a Notification Template

Open the template (see Section 4). The editor opens on the Message tab; use the Message, Fields, and Rules tabs at the top of the editor to move between sections.

6a. Message Tab

1. Update the Title and, optionally, the Description.
2. Edit the Subject. Subjects can contain placeholders, such as {---Vendor/Client Name---}.
3. Edit the Body. Use the HTML and Rich text buttons to switch between editing the raw HTML and the formatted view.
4. To add a placeholder, type { where you want it, or click a chip in the Insert a placeholder panel on the right. Record values are grouped by table; Links and buttons include Record details button and Files and attachments.

Note: If the message uses a placeholder the system cannot fill in, a warning appears above the body and the placeholder is marked in red. It will arrive in the email exactly as written, so add the field on the Fields tab or correct the placeholder.

6b. Theme and Delivery Settings

1. Scroll below the body and select a Theme. Click Design themes to edit the available themes.
2. Optionally, enter addresses in Also email these addresses whenever this template changes.
3. Check Add a note to the workflow task this notification raises if the notification should leave a note on its workflow task.
4. Check or clear Active (the scheduler sends this template).
5. Click Save.

Note: When a workflow task sends the template, the Active setting is locked, and a message under it names the task (for example, "One workflow task sends this template (Legal Review)").

6c. Fields Tab

1. Click the Fields tab.
2. Select a record field in Find a field to add... and click + Add.
3. Edit the field's Name in the message if needed. That name becomes the placeholder (shown beneath it, for example {---Contract ID---}) you insert into the subject or body. Comes from shows the source table and field.
4. For date and number fields, choose a format under Shown as (for example, Exactly as stored).
5. To remove a field, click its trash icon.
6. Click Save fields at the bottom of the list.

6d. Rules Tab

1. Click the Rules tab. With no conditions, the template applies to every record of its type.
2. Choose whether records must match ALL or ANY of the conditions.
3. Click + Condition to add a condition, or + Group to add a nested group of conditions.
4. Click Count matching records to check how many records the rules select.
5. Click Save conditions.

6e. Previewing and Saving

1. On the Message tab, scroll below the settings and click Preview with sample data.
2. Review the Preview panel. It shows the Subject and the rendered email, built against a real record of this type, with values, buttons, and lists filled in exactly as they will be sent.
3. Make any corrections and click Save.

7. Deleting a Notification Template

1. Select the area and click the template to delete (see Section 4).
2. Click Delete in the top-right corner, next to + New template.
3. Confirm the deletion if prompted.

Note: Delete is unavailable while a workflow task sends the template. Hovering over it explains why, for example: "One workflow task sends this template (Legal Review). Delete it there first, or point those tasks at another template." To stop a template from sending without deleting it, clear Active instead (Section 6b).

8. Quick Reference Summary