COBBLESTONE SOFTWARE

Contract Insight — User Guide

Email Inbox Monitoring

03. Admin User Manual › Email Inbox Monitoring

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

Email inbox monitoring lets people create new records and reply to existing records by email. It is configured on the Inbound Email screen, which is described as controlling "whether people can create and reply to records by email, and the forms they fill in." The screen can be opened from Administration › Application Settings › Email Manager using the Set up inbound email link, or directly from the Inbound Email tile on the Administration page.

The Inbound Email screen assigns the organization a receiving subdomain (for example, yourname.cobblestone.software), routes mail sent to it into Contract Insight automatically, and shows a live Receiving mail status. It also controls who is allowed to create new records by email and who can reply to existing records, separately for employees and for vendor/customer contacts, and holds the Record templates that define what a sender's email must contain to create a record. Email Manager's Alert on Reply setting complements this by sending an alert to the assigned person whenever a reply email is received on a record.

2. Key Elements

• Email Manager (Administration › Application Settings): holds the Alert on Reply toggle, the alert email bodies for Contracts, e-Source, Requests and Vendors, SMTP settings, and the Set up inbound email link.
• Inbound Email › Setup tab › Receiving address: shows the Receiving domain, where mail is delivered internally, and the current Status. The Name field sets the part in front of .cobblestone.software, with Update name and Turn off buttons.
• Inbound Email › Setup tab › Who can use it: three drop-downs control who can create new records by email, who can reply to existing records as an employee, and who can reply as a vendor/customer contact. Someone whose email address matches nobody in the system is always ignored.
• Inbound Email › Record templates tab: lists the templates senders use to create records by email (template name, subject line, record type created, fields, last updated), with Add template, Edit and Delete actions.

3. Opening Email Manager

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

2. On the Administration page, click Application Settings (under Configuration & Fields). You can also type in the Search administration box to find it.

3. In the Categories list, select Email Manager.

4. Configuring Reply Alerts

1. In Email Manager, under ALERT(S), switch Alert on Reply on to send an email alert to the assigned person whenever a reply is received on a record.
2. To change the text of an alert, click Edit content next to the matching body: Contract Alert Email Body, e-Source Alert Email Body, Request Alert Email Body or Vendor Alert Email Body.
3. Edit the message in the editor panel that opens, then click Close.

4. Review the change ready to save banner, which lists every setting you have changed. Changed settings are marked CHANGED and can be reverted one at a time with Undo.
5. Click Save changes (the button shows the number of pending changes) to apply them, or Discard to cancel all pending changes.

Note: A change in Application Settings takes effect for everyone as soon as it is saved.

5. Opening the Inbound Email Screen

Use either of these routes:

• In Application Settings › Email Manager, click Set up inbound email in the top right of the settings panel (see the screenshot in Section 3).
• On the Administration page, scroll to Automation & Data and click Inbound Email.

6. Setting Up the Receiving Address

1. On the Inbound Email screen, make sure the Setup tab is selected.
2. Under Receiving address, check the Receiving domain, where mail is delivered, and the Status. A status of Receiving mail means inbound email is active.
3. To change the address, enter a new value in the Name field (letters and numbers only). It becomes the part in front of .cobblestone.software.
4. Click Update name to apply the new name, or click Turn off to stop receiving mail.

Note: Mail routing for the name is managed automatically, so no other setup is needed. Anything sent to the receiving domain arrives in Contract Insight, and the part of the address before the @ identifies which record it belongs to.

7. Choosing Who Can Use Inbound Email

1. On the Setup tab, scroll to Who can use it.
2. In Creating new records, choose Only people whose permissions let them create that record type or Anyone with a Contract Insight login.
3. In Replying to existing records - employees, choose Only people who can edit that record, or who have the email-reply permission or Anyone with a Contract Insight login.
4. In Replying to existing records - vendors and customers, choose Only contacts attached to that record or Nobody.
5. Click Save.

Note: Emails from an address that matches nobody in the system are always ignored, whatever these settings are.

8. Managing Record Templates

1. On the Inbound Email screen, click the Record templates tab. The badge shows how many templates exist.
2. Use the Search box to find a template. Each row shows the template name, its Subject line, the record type it Creates, its Fields and when it was Last updated.
3. Click Add template to create a new template, Edit to change an existing one, or the Delete (trash) icon to remove one.

4. When editing a template, the panel shows the record type it creates, the Subject line and Send to address senders must use (each with a Copy button), and a Message showing how senders fill the email in (Copy the message copies it).
5. Under Fields, click a field to add it to the end of the message. Fields marked with • are required by the record. Click Add required to add all required fields at once, or use the search to narrow the list.
6. Click Save, then Close.

Tip: Give senders the template's Send to address and Subject line (for example, contracts@yourname.cobblestone.software with the subject [New_NDA]) so their emails create the right record type.

9. Quick Reference Summary