---
title: "Create/Edit/Delete a Notification Template"
slug: "createeditdelete-a-notification-template-1"
updated: 2026-10-07T16:48:41Z
published: 2026-10-29T16:30:09Z
canonical: "wiki.cobblestonesoftware.com/createeditdelete-a-notification-template-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.

# Create/Edit/Delete a Notification Template

**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.

![Administration page with the Administration icon, search box, and Notification Templates tile highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/01_admin_search.jpg)

**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**).

![Choose an area dropdown open showing the six areas](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/02_area_dropdown.jpg)

1. To narrow a long list, type part of a template's name in **Filter these templates...**.
2. 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.

![Template list for Contracts and Committals with the area dropdown, filter box, templates, and New template button highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/03_template_list.jpg)

# 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.

![New notification template panel with all fields and the Create and choose fields button highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ntcrud-08_new_template.png)

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**.

![Message tab with the tabs, Title, Description, Subject, HTML and Rich text buttons, and Insert a placeholder panel highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ntcrud-04_message_tab.jpg)

**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**.

![Theme, change-notification addresses, workflow note, Active, Preview with sample data, and Save highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ntcrud-05_settings_save.png)

**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.

![Fields tab with the field finder, Add button, field name, delete icon, and Shown as format highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ntcrud-06_fields_tab.png)

## 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**.

![Rules tab with Match, Condition, Group, Count matching records, and Save conditions highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ntcrud-07_rules_tab.png)

## 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**.

![Preview with sample data button and rendered email preview highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ntcrud-10_preview.png)

# 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.

![Delete button and selected template highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/ntcrud-09_delete.png)

**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

| Task | How to Complete It |
| --- | --- |
| Open Notification Templates | Administration icon → search **Notification** → **Notification Templates**. |
| Find a template | Choose an area → optionally type in **Filter these templates** → click the template. |
| Create a template | **+ New template** → enter Name, Area, Record type, Theme → **Create and choose fields**. |
| Edit the wording | **Message** tab → edit Title, Subject, Body → **Save**. |
| Insert a placeholder | Type **{** in the Subject or Body, or click a chip in **Insert a placeholder**. |
| Add or remove fields | **Fields** tab → **Find a field to add** → **+ Add** (or trash icon) → **Save fields**. |
| Limit which records it applies to | **Rules** tab → **+ Condition** / **+ Group** → **Save conditions**. |
| Change the look | Select a **Theme** below the body → **Save**. |
| Turn a template on or off | Check or clear **Active** → **Save**. |
| Preview the email | **Preview with sample data**. |
| Delete a template | Select it → **Delete** (unavailable while a workflow task uses it). |