---
title: "Email Inbox Monitoring"
slug: "email-inbox-monitoring-1-1"
updated: 2026-10-07T16:30:46Z
published: 2026-10-29T16:29:45Z
canonical: "wiki.cobblestonesoftware.com/email-inbox-monitoring-1-1"
---

> ## 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.

# Email Inbox Monitoring

**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.

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

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

![Administration page with the search box and Application Settings tile highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/02_admin_appsettings.jpg)

1. In the **Categories** list, select **Email Manager**.

![Email Manager settings with the category, Set up inbound email link, Alert on Reply toggle, Edit content buttons and Save changes highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/03_email_manager.jpg)

# 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**.

![Contract Alert Email Body editor panel with the editor and Close button highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/04_edit_content.jpg)

1. 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**.
2. Click **Save changes** (the button shows the number of pending changes) to apply them, or **Discard** to cancel all pending changes.

![Pending change banner with the Discard, Save changes and Undo buttons highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/05_save_changes.jpg)

**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**.

![Administration page Automation and Data section with the Inbound Email tile highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/06_admin_inbound_tile.jpg)

# 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.

![Inbound Email Setup tab with the receiving domain details, Name field, Update name and Turn off highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/07_receiving.jpg)

**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**.

![Who can use it section with the three drop-downs and Save button highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/08_who_can_use.jpg)

**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.

![Record templates tab with Add template, Search, Edit and Delete highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/09_record_templates.jpg)

1. 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).
2. 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.
3. 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

| Task | Where / How |
| --- | --- |
| Turn reply alerts on or off | Administration › **Application Settings** › **Email Manager** › **Alert on Reply**, then **Save changes** |
| Edit reply alert text | Email Manager › **Edit content** next to the Contract, e-Source, Request or Vendor alert body |
| Open the Inbound Email screen | Email Manager › **Set up inbound email**, or Administration › Automation & Data › **Inbound Email** |
| Check or change the receiving address | Inbound Email › **Setup** › Receiving address › **Name** › **Update name** |
| Stop receiving mail | Inbound Email › **Setup** › **Turn off** |
| Control who can create or reply by email | Inbound Email › **Setup** › **Who can use it** drop-downs › **Save** |
| Manage email record templates | Inbound Email › **Record templates** › **Add template** / **Edit** / **Delete** |