COBBLESTONE SOFTWARE

Contract Insight — User Guide

Creating Record Flow Templates

03. Admin User Manual › Record Flow Templates › Creating Record Flow Templates

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 > Record Flows is described in the app as "Standing rules that create one record automatically from another," and this is the live equivalent of the legacy wiki's Record Flow Template guidance. The Record Flows list shows every configured flow with its ID, Title, Watches (the record type the flow monitors, e.g. Contract Requests, Vendors/Customers, Contract Details, or Solicitation Details), an Actions count, and a Status (ON / NO CONDITIONS / off), plus a "New record flow" button to start one from scratch. Opening a flow shows its full configuration: a Settings section (name, description, an optional email-on-change address, and a "Run this flow" toggle); a "When it runs" section defining which fields the flow can test and, from those, a set of Conditions that must match (existing flows built in the prior application show their legacy conditions read-only, with a "Build a new set of conditions" option to replace them); and a "What it creates" section that defines the resulting record type (for example, "Create a Contract Details") with a note that carried-over fields are configured on a separate field maps screen, the same mechanism used for manual record creation.

2. Key Elements

• Administration > Record Flows lists every configured flow (ID, Title, Watches, Actions count, Status) with a New record flow button to create one.
• A flow's Settings section holds its name, description, an optional "who to email when this flow is changed" address, and a Run this flow enable toggle.
• The "When it runs" section lets an admin pick which fields on the watched record type the flow can test, then define Conditions that must match for the flow to fire — flows built in the legacy application show their existing conditions read-only, with an option to replace them with a newly built set.
• The "What it creates" section defines what record type the flow generates (e.g. Create a Contract Details) when its conditions match; which fields carry over is set on the field maps screen shared with manual record creation.
• Watches values seen in this environment include Contract Requests, Vendors/Customers, Contract Details, and Solicitation Details, confirming Record Flows can originate from a Contract Request as well as other record types.

3. Quick Reference Summary

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