COBBLESTONE SOFTWARE

Contract Insight — User Guide

File Categories

Master Reference Data Management: File Categories

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 file category record may vary between environments.

 1. Overview

File Categories classify the files and attachments uploaded against records, so that documents can be grouped and found consistently. Examples include Draft, Fully Executed, Partially Executed, Internal, and Other. They are master reference data, maintained as a single shared list that file attachments draw on across the application.

Each file category record carries a Category Name, an optional Default Collaboration Type that sets whether files in the category default to Internal or Gateway visibility, and a system-assigned File Category ID. Any custom fields configured for the environment also appear on the record. The system additionally maintains read-only values for each category: Entered By, Date Entered, Updated By, and Date Updated.

Because the File Categories list is maintained from the Administration area, only Application Administrators — or other users specifically granted the appropriate permission — can create, edit, or delete file category records. Standard users can typically select an existing category when attaching a file, but cannot manage the underlying list.

2. Accessing the File Categories List

The File Categories list is the central management screen for all file category records. To open it:

From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Lookup Tables, select Master Reference Data, then click the File Categories tab.Image Caption

The File Categories list screen includes the following elements:

• A Master Reference Data heading with the subtitle “The built-in lookup lists records draw on. Pick a list to edit it.”
• A row of list selector tabs — Auto Extract Settings, Contract Categories, Contract Occurrences, Departments / Business Units, Document Hints, Entities, File Categories, Locations, Product / Service Codes, Rating Types, Record Statuses, Record Types, Risk Profiler Categories, Task Process Areas, and the VISDOM lists — with File Categories highlighted when selected
• A + New button to create a new file category
• An Export menu on the toolbar offering Excel, PDF, and CSV
• A columns icon (grid icon) that opens the Columns dialog, and a filter icon, at the right of the list toolbar
• A Search box at the right of the toolbar to filter the grid by keyword
• A sortable, filterable grid with File Category ID, Category Name, Default Collaboration Type, Date Entered, Date Updated, Entered By, and Updated By columns, each with its own filter icon
• Per-row Manage (edit) and eye-shaped View action buttons
• Pagination controls at the bottom of the grid, with a live page and record count (for example, “1 of 1 pages (13 items)”) and an Items per page selector

3. Adding a File Category

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Lookup Tables, select Master Reference Data, then click the File Categories tab.
2. Click + New on the list toolbar.
3. The Add new File Category panel slides out from the right, headed FILE CATEGORIES/ Add new File Category, with a field-completion indicator in the Details header (for example, “1 / 7 filled — 1 required”).
4. In the Details section, enter the required Category Name (marked with a red asterisk) — for example, Draft, Fully Executed, or Internal.
5. Optionally select a Default Collaboration Type from the dropdown — Internal or Gateway — and complete any other custom Details fields configured for the environment.
6. The File Category ID, Entered By, Date Entered, and Updated By fields are read-only; these values are populated by the system when the record is saved.
7. Click Save in the lower right of the panel to create the category, or Cancel to discard it without saving.

Note: Entering just the Category Name and clicking Save satisfies the minimum requirement for a new record. Icons in the upper right of the panel allow it to be expanded to full width or opened as a full page.

4. Viewing a File Category

Navigate to the File Categories list as described in Section 2. There are then two ways to review a file category record:

4.1 Quick View

Click the eye icon on a category’s row. A slide-out panel opens on the right listing every field on the record — File Category ID, Category Name, Default Collaboration Type, Entered By, Date Entered, Updated By, Date Updated, and any custom fields — along with Done and Edit buttons.

4.2 Full Record (Manage)

Click Manage on a category’s row to open the full file category record page. This page displays:

• A breadcrumb trail of File Categories › the category name
• The category name as the page title, with a “FILE CATEGORY · ID ##” badge and an “Updated <date>” byline (followed by “by <user>” where a user is recorded against the update)
• Back, Actions, and Edit All buttons in the upper right, plus a toggle to hide or show the details panel
• A single panel of field values, with a pencil icon beside each editable field
• A right-hand rail with a File Category summary panel and a Risk register panel (with a + Add risk button)
• A VISDOM Assistant button in the lower right of the page, which opens a chat panel scoped to the current category record

Note: A file category record keeps all of its fields on one page rather than splitting them across tabbed sections, so the record page shows no tab row and no Sections panel on the right-hand rail.

5. Editing a File Category

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Lookup Tables, select Master Reference Data, then click the File Categories tab.
2. Click Manage on the row for the category you want to edit to open its full record (or click the eye icon and then Edit from the Quick View panel).
3. Click Edit All in the upper right of the record page to make every editable field an input, or click the pencil icon beside a single field to change just that value.
4. Update the Category Name, and adjust the Default Collaboration Type or any custom field values as needed.
5. Click Save in the upper right to commit the change, or Cancel to leave the record unchanged.

Note: The File Category ID, Entered By, Date Entered, Updated By, and Date Updated values are maintained by the system and cannot be edited; they stay greyed out in edit mode.

6. Viewing Record History

Function: Shows the full audit trail for a single file category record.

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Lookup Tables, select Master Reference Data, then click the File Categories tab.
2. Click Manage on the row for the category you want to review to open its full record.
3. Click Actions in the upper right, then select View History under Record Actions.
4. The Audit History screen opens, subtitled with the record — for example, “File Category (ID: 21)”. Its grid lists each logged event with Source, When, Who, and Event columns, each with its own filter icon, plus a Search box and pagination controls.
5. Use the All history, Contract Insight history, and Vendor/Client Gateway history tabs to narrow the entries by source, and the Excel, CSV, and PDF buttons in the upper right to export the audit trail.
6. Click Back to record in the upper right to return to the file category record.

7. Deleting a File Category

Note: Prior to deleting a category, make sure it is not being used by any file attachments. Deleting a category that is still in use can affect reporting and existing document associations.

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Lookup Tables, select Master Reference Data, then click the File Categories tab.
2. Click Manage on the row for the category you want to remove to open its full record.
3. Click Actions in the upper right of the record page.
4. Under Record Actions, select Delete record (shown in red at the bottom of the menu).
5. Confirm the deletion when prompted.

The Actions menu also provides Update with VISDOM, View History, Print, Record PDF, Create New Record, and Record Permissions, along with the document-processing actions Approval Processes, Signature Processes, IntelliApprove, and IntelliSign.

8. Managing List Columns

Function: Controls which columns are displayed on the File Categories grid.

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Lookup Tables, select Master Reference Data, then click the File Categories tab.
2. Click the columns icon (small grid icon) at the right of the list toolbar.
3. The Columns dialog opens, subtitled “Untick a column to hide it from your view of File Categories.” It lists every available column as a checkbox — File Category ID, Category Name, Default Collaboration Type, Date Entered, Date Updated, Entered By, and Updated By — plus a Select / unselect all option.
4. Untick any column to hide it from the grid, or tick it to show it again.
5. Click Apply to update the list view immediately, or Reset to default to restore the original column layout. Click Cancel (or the × in the dialog header) to close the dialog without changing anything.

9. Exporting the File Category List

Navigate to the File Categories list as described in Section 2. The full list — or a filtered view of it — can then be exported directly from the Export menu on the toolbar:

• Excel — exports the current grid to a spreadsheet (.xlsx)
• PDF — exports the current grid to a PDF document
• CSV — exports the current grid to a comma-separated values file

An individual category record can also be exported on its own using the Record PDF action in the Actions menu on the full record page, and a record’s audit trail can be exported from the Audit History screen described in Section 6. These exports are useful for sharing file category data with stakeholders who do not have Contract Insight access, or for offline recordkeeping.

10. Fields on a File Category Record

A file category record holds the following fields:

• File Category ID — the system-assigned identifier for the category (read-only)
• Category Name — the required display name shown wherever a file category is selected
• Default Collaboration Type — Internal or Gateway, setting the default visibility for files filed under this category
• Entered By and Date Entered — who created the record and when (read-only)
• Updated By and Date Updated — who last changed the record and when (read-only)
• Any custom fields configured for the environment, which appear alongside the built-in fields

The right-hand rail also includes a File Category summary panel and a Risk register panel, where risks can be recorded against the category record using + Add risk (the panel reads “No risks recorded against this record.” when empty).

Which fields appear on a file category record is controlled by the Field Management and Tab Details Setup administration tools, for administrators who need to adjust the record layout.

11. Quick Reference Summary