COBBLESTONE SOFTWARE

Contract Insight — User Guide

Location Management

Master Reference Data Management: Location

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 location record may vary between environments.

1. Overview

Locations are used to assign records to a specific site or office, so that contracts can be reported on by where they apply. They are master reference data, maintained as a single shared list that contract records draw on, so that every record uses the same set of location values across the application.

Each location record carries a Location Name and an optional address — Street1, Street2, City, State/Province, Postal Code, and Country — along with a free-text Notes field and a system-assigned Location ID. Any custom fields configured for the environment also appear on the record. The system additionally maintains read-only Record Info values for each location: Date Entered, Entered By, Updated By, and Date Updated.

Because the Locations list is maintained from the Administration area, only Application Administrators — or other users specifically granted the appropriate permission — can create, edit, or delete location records. Standard users can typically select an existing location when completing a contract record, but cannot manage the underlying list.

2. Accessing the Locations List

The Locations list is the central management screen for all location 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 Locations tab.

The Locations 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 Locations highlighted when selected
• A + New button to create a new location
• 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 Location ID, Location Name, City, State/Province, Country, Date Entered, Date Updated, Street1, and Street2 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 11 pages (531 items)”) and an Items per page selector

3. Adding a Location

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 Locations tab.
2. Click + New on the list toolbar.
3. The Add new Location panel slides out from the right, headed LOCATIONS/ Add new Location, with a field-completion indicator in the Details header (for example, “0 / 10 filled — 1 required”).
4. In the Details section, enter the required Location Name (marked with a red asterisk) — for example, Corporate Headquarters, Northeast Regional Office, or Warehouse 3.
5. Optionally complete the address fields — Street1, Street2, City, State/Province, Postal Code, and Country — and add any supporting detail in Notes.
6. Complete any other custom Details fields configured for the environment. The Location ID field is read-only and is assigned by the system when the record is saved.
7. The Record Info section (Date Entered, Entered By, and Updated By) is read-only; these values are populated by the system when the record is saved.
8. Click Save in the lower right of the panel to create the location, or Cancel to discard it without saving.

Note: Entering just the Location Name and clicking Save satisfies the minimum requirement for a new record; the address fields can be completed later. 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 Location

Navigate to the Locations list as described in Section 2. There are then two ways to review a location record:

4.1 Quick View

Click the eye icon on a location’s row. A slide-out panel opens on the right showing the Details and Record Info tabs for that record, along with Done and Edit buttons.

4.2 Full Record (Manage)

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

• A breadcrumb trail of Locations › the location name
• The location name as the page title, with a “LOCATION · 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 row of tabs for each section of the record: Details and Record Info
• A right-hand rail with a Location summary panel, a Risk register panel (with a + Add risk button), and a Sections list showing the count of sections on the record
• A VISDOM Assistant button in the lower right of the page, which opens a chat panel scoped to the current location record

5. Editing a Location

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 Locations tab.
2. Click Manage on the row for the location 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. The Details fields become editable inputs and a “1 required” indicator appears beside the tab row. To change a single value instead, click the pencil icon shown beside that field.
4. Update the Location Name, and adjust the address fields, Notes, 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 Location ID and the Record Info values (Date Entered, Entered By, Updated By, and Date Updated) are maintained by the system and cannot be edited.

6. Deleting a Location

Note: Prior to deleting a location, make sure it is not being used by any contract records. Deleting a location that is still in use can affect reporting and existing record 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 Locations tab.
2. Click Manage on the row for the location 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.

7. Managing List Columns

Function: Controls which columns are displayed on the Locations 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 Locations 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 Locations.” It lists every available column as a checkbox — Location ID, Location Name, City, State/Province, Country, Date Entered, Date Updated, Street1, and Street2 — 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.

8. Exporting the Location List

Navigate to the Locations 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 location record can also be exported on its own using the Record PDF action in the Actions menu on the full record page. These exports are useful for sharing location data with stakeholders who do not have Contract Insight access, or for offline recordkeeping.

9. Related Sections on a Location Record

A location record organizes its information into tabbed sections, listed in the Sections panel on the right-hand rail with a count:

• Details — the field values for the location: the Location Name, the address fields (Street1, Street2, City, State/Province, Postal Code, and Country), Notes, the system-assigned Location ID, and any custom fields configured for the environment
• RecordInfo — system metadata for the record: Date Entered, Entered By, Updated By, and Date Updated

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

Sections can be added to or removed from a location record’s layout through the Tab Details Setup administration tool, for administrators who need to adjust which related tables appear.

10. Quick Reference Summary