---
title: "Creating Record Flow Templates"
slug: "creating-record-flow-templates-1"
updated: 2026-10-29T16:30:39Z
published: 2026-10-29T16:30:39Z
canonical: "wiki.cobblestonesoftware.com/creating-record-flow-templates-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.

# Creating Record Flow Templates

**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." It replaces the legacy Record Flow Template feature. The Record Flows list shows every configured flow with its **ID**, **Title**, **Watches** (the record type the flow monitors), **Actions** count and **Status**, plus a **New record flow** button.

Each flow has three parts: **Settings** (name, description, who to email when the flow is changed, and the **Run this flow** switch); **When it runs** (the fields the flow can test and the **Conditions** a record must match); and **What it creates** (the actions the flow takes, such as creating a Contract Details record). Which fields carry over to the new record is set on the field maps screen, the same mechanism used when creating a record by hand.

# 2. Key Elements

- **Record Flows list**: shows **ID**, **Title**, **Watches**, **Actions** and **Status** for each flow, with **Open** on each row, a **Search** box and a **New record flow** button.
- **Settings**: **Name**, **Who to email when this flow is changed**, **Description**, **Run this flow** and **Save settings**. **Delete flow** sits at the top right of the page.
- **When it runs**: **Fields this flow can test** (selected fields appear as tags), a **Find a field** search, and **Conditions** built from **+ Condition** and **+ Group**, saved with **Save conditions**. A flow runs on a new record, and whenever one of the selected fields changes and the record then matches.
- **What it creates**: lists the flow's actions (for example, **Create a Contract Details**), with **+ Add**, **Edit this action** (pencil) and **Remove this action** (trash).
- **Edit what this flow creates** panel: the action type (**Create another record**, **Set values on the record that matched** or **Email someone**), the record type to create, a description of the link between the records, **Carry the attachments over too**, and **Values always set on the new record**.

# 3. Navigating to Record Flows

1. From the Contract Insight homepage, click the **Administration** icon at the bottom of the left navigation bar.

![Administration icon highlighted in the left navigation bar](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/01_admin_nav(2).jpg)

1. On the Administration page, scroll to **Automation & Data** and click **Record Flows**.

![Administration page Automation and Data section with the Record Flows tile highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/02_admin_tile(1).jpg)

1. The Record Flows list opens. Use **Search** to find a flow, check its **Status**, and click **Open** to view or change it.

![Record Flows list with New record flow, Search, Open buttons and Status column highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/03_flows_list.jpg)

# 4. Creating a New Record Flow

1. On the Record Flows list, click **New record flow**.
2. Enter a **Name** that says what the flow is for.
3. From **Watches**, pick the record type the flow monitors: **Requests**, **Contracts & Committals**, **Solicitations & Procurements** or **Vendors & Customers**.
4. Optionally, enter a **Description** of what the flow does.
5. Click **Create**, or **Cancel** to close without saving.

![New record flow panel with Name, Watches, Description, Cancel and Create highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/04_new_flow.jpg)

**Note:** You choose the conditions and what the flow creates on the next screen. A new flow stays switched off until you turn it on (see Section 5).

# 5. Configuring Flow Settings

1. Open the flow from the Record Flows list. The page header shows the flow's name and status (for example, **ON**).
2. Under **Settings**, update the **Name** and **Description** as needed.
3. In **Who to email when this flow is changed**, enter one or more email addresses, separated with commas.
4. Select **Run this flow** to turn the flow on, or clear it to turn the flow off.
5. Click **Save settings**.

![Flow Settings section with status, Delete flow, Name, Who to email, Description, Run this flow and Save settings highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/05_settings.jpg)

**Note:** To remove a flow completely, click **Delete flow** at the top right of the page.

# 6. Defining When the Flow Runs

1. In **When it runs**, under **Fields this flow can test**, select the checkbox next to each field the flow should watch. Selected fields appear as tags above the list; click the **x** on a tag to remove it.
2. Use **Find a field** to search the list. Searching also reaches fields on related records.
3. Under **Conditions**, use the **Match** drop-down (for example, **ALL**) to choose how the conditions combine.
4. For each condition, choose a field, an operator (for example, **Equal**) and a value. Click **+ Condition** to add another condition, or **+ Group** to add a nested group of conditions. Click the trash icon to remove a condition.
5. Click **Save conditions**.

![When it runs section with the field tags, Find a field, field list, Match, condition row, Condition, Group and Save conditions highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/06_when_it_runs.jpg)

**Note:** The flow runs on a new record, and whenever one of the selected fields is changed and the record then matches the conditions. Flows built in the previous application may show their original conditions read-only, with an option to build a new set of conditions to replace them.

# 7. Defining What the Flow Creates

1. Scroll to **What it creates**. Each action the flow takes is listed (for example, **Create a Contract Details**, with a note on whether attachments are carried).
2. Click **+ Add** to add an action, the **Edit this action** (pencil) icon to change one, or the **Remove this action** (trash) icon to delete one.
3. To control which fields carry over to the new record, click **the field maps screen** link.

![What it creates section with the field maps link, Add, the action card and its Edit and Remove icons highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/07_what_it_creates.jpg)

1. In the **Edit what this flow creates** panel, choose what happens **When a record matches**: **Create another record**, **Set values on the record that matched** or **Email someone**.
2. For **Create another record**, choose the record type in **Create a** (for example, **Contract Details**).
3. Optionally, enter text in **Describe the link between the two records**. If left blank, the link says which flow created the record.

![Edit what this flow creates panel with the action options, Create a, link description, Cancel and Save highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/08_edit_action.jpg)

1. Select **Carry the attachments over too** to copy the source record's attachments to the new record.
2. Under **Values always set on the new record**, pick a field, enter a **Value** and click **Add**. Repeat for each value the new record should always start with.
3. Click **Save**, or **Cancel** to close without changes.

![Edit panel with Carry the attachments over too, pick a field, Value, Add, Cancel and Save highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/09_edit_action_values.jpg)

**Note:** Values always set on the new record take priority over values carried across by the field map. Use them for values every new record should start with, such as an initial status.

# 8. Quick Reference Summary

| Task | Where / How |
| --- | --- |
| Open Record Flows | Administration › Automation & Data › **Record Flows** |
| Create a flow | **New record flow** › Name, Watches, Description › **Create** |
| Turn a flow on or off | **Open** › Settings › **Run this flow** › **Save settings** |
| Get notified when a flow changes | Settings › **Who to email when this flow is changed** › **Save settings** |
| Set when the flow runs | When it runs › **Fields this flow can test** and **Conditions** › **Save conditions** |
| Set what the flow creates | What it creates › **+ Add** or **Edit this action** › **Save** |
| Choose which fields carry over | What it creates › **the field maps screen** link |
| Delete a flow | **Open** › **Delete flow** |