---
title: "Managing and Searching for Records"
slug: "managing-searching-for-records"
updated: 2023-11-07T21:42:28Z
published: 2023-11-07T21:42:28Z
canonical: "wiki.cobblestonesoftware.com/managing-searching-for-records"
---

> ## 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.

# Managing and Searching for Records

### CobbleStone® University Certification Program - Unit 1

### **Department/Business Units Management**

**Master Reference Data Management: Department/Division**

Contract Insight supports the ability to assign Departments/Business Units to your **contracts** and to your **employees**. Departments are used for organizing records and to set permissions for Users. Only Application Administrators may manage Departments (or other authorized users). **To Add a Department/Division**

1. Select **Departments/Business Units** from the **Manage/Setup** top navigation menu item.

![Graphical user interface, text, application, chat or text message Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Picture2.png)

2. This will open the **List Manager** screen, listing all of the departments/divisions already in your Contract Insight application. ![Table Description automatically generated with medium confidence](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Picture3.png)

3. Click **Add Department Record** on the side menu.

4. Enter the name of the new department/division and click **Save**. **To Edit/View a Department/Business Unit**

1. Click **View** for the department/division line item you would like to view/edit.

2. This will open the **Departments/Business Unit Configuration** screen. 3. To edit the name of the department/division, click the **Pencil Icon** for the **Department Name** line item.

4. Edit the text for the name of the department and click **Save Changes**.

**To Delete a Department/Division**

**Note:** Prior to deleting a department/division, make sure it is not being used by any contract records.

1. Go to the **Departments/Business Unit** screen for the line item you would like to delete.

2. Click the **Delete** on the side menu.

3. Confirm the deletion. **Manage Columns Button:**

**Note:** The Manage Columns button allows users to view additional columns of information available for the table selected.

1. Click **Manage Columns** on the side menu. 2. On the next screen, select the field you want to add under the Unassigned Columns List, and click **Add** next to the field to add your selection to the left-hand column.

![Graphical user interface, application Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/departmentdivision-management-image-2rdv42gp.png) 3. Once added, click **Back to List** on the side menu. The column added displays. ![Table Description automatically generated with medium confidence](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/departmentdivision-management-image-4vwr6lak.png)

To learn more about Departments/Divisions, watch the following video.

[YouTube video player](https://www.youtube.com/embed/-CIXc284d78)

### 

### **Employee/User** Management

**Employee/User Management: Adding an Employee/User**

To add new employees / users you must have administrative permissions.

**Note:** An employee becomes a user when the employee entered is assigned a **username** and **password**, given the appropriate permissions, and the **ActiveYN** option is set to Yes.

To add a new user, select **Add Employee** from the **Employees** menu:

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Picture4.png)

The **Add Employee: Select License Type** screen opens.

From the **Add Employee for License Type** drop down menu, select the License Type to which the new user will be assigned. When the license type is chosen, the specific license type’s information (number of sessions allowed, etc.) are displayed in the information box below. ![Graphical user interface, text, application Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/02.-adding-an-employeeuser-image-eokehcfz.png)

Click the **Continue Employee Add** button to open the **Add Employee** screen.

Enter the new employee/user information. Click **Continue** to save the information. ![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/2(49).png)

The **Active User** option must be selected as **Yes** in order for the employee to login. Inactive users will not be able to log in.

The **Regional Setting** field on the **Add Employee** screen allows System Administrators to specify a user's localization. This specification is usually used by multinational organizations with Employees/users outside of the United States. By specifying a user's Regional Setting, it will set the date/time format to the region selected for that user when he/she logs into the Contract Insight application and counts non-working days that have been assigned to that region. For more information on non-working days, please see Workflow Management.

You are also able to add an employee record from a file on any page with the Top Menu's Drop Files Here area by dragging and dropping a file on the screen.

![Graphical user interface, text, application Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1672676930856.png)

You will then be prompted to choose what record type to create from the file. For an employee/user you will want to click the **Employee** button.

![Timeline Description automatically generated with medium confidence](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/02.-adding-an-employeeuser-image-yxnx5rya.png)

Afterwards you will be brought to a screen to review the file and enter all record metadata as necessary.

To learn more about adding Employees/Users, please watch the following video.

[YouTube video player](https://www.youtube.com/embed/EmXWEEvPc5A)

### 

### **Add a Vendor/Company**

**Adding a Vendor/Company**

In order to add a company/vendor to Contract Insight, please note that you must have the appropriate permissions.

**To Add a Company** 1. Navigate to **Companies** > **Add Company**. **Note**: An alternative method of adding a new vendor/company record is to go to navigate to **Companies** > **Company List**. On the **Vendor & Customer List** screen, click **Add Company** on the side menu. ![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Picture6.png)

2. The **Add Company** screen displays. ![Graphical user interface, application Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/add-a-vendorcompany-image-1yjj29rk.png)

3. Complete the **Add Company** form. Be sure to enter all necessary information and required fields (marked with a red asterisk) and click **Continue**. Out of the box, the required fields while creating a new counterparty are the counterparty **Name** and **IsActive**.

**Note:** The **Active** drop-down field on the **Add Company** and **Company Details** screens denotes whether or not a Vendor/Customer is shown in the drop down list on the **Contract Add** screen.

4. The new **Vendor/Company's Company Details** screen displays. ![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/4(19).png)

You are also able to add a company record from a file on any screen with the grey Drag and Drop box in the side menu by dragging and dropping a file onto the page.

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1672677201285.png)

Then you will be prompted to choose what kind of record you want to create. For a vendor/customer you will want to click the Vendor/Customer button.

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/6(8).png)

Afterwards you have the ability to review the file and can fill out all metadata for the record.

To learn more about Counterparties, watch the following video.

[YouTube video player](https://www.youtube.com/embed/iT3_NWwq8G8)

### 

### **Record Type Management**

**Master Reference Data Management: Contract Type**

Contract Types are used to classify records into types for tracking, contract creation, and field management purposes. For example, types of contracts may be Contractor Agreement, Confidentiality Agreement, Software Agreement, Land Lease, etc. Different types of Counterparties, Requests, and Solicitation Records may be created. The system can house **as many or as few contract types as desired**. **To Add a Record Type**

1. Select **Record Types** from the **Manage/Setup** top navigation menu item.

![Graphical user interface, text, application, chat or text message Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Picture7.png)

2. This will open the **List Manager** screen listing all of the contract types already in Contract Insight.

![Graphical user interface, text, application, email Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Picture9.png)

3. Click **Add Record Type** on the side menu.

4. Enter the name of the new contract type and click **Save**.

**Wizard-Based Types**

Record type add-screens can be designated on the type's Details page. Wizard-based add screens take users through the add screen one field group at a time before submission.

Set **Enable Wizard Adding** to Yes to use wizard-based add screens for the type.

![Graphical user interface, text, application Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/record-type-management-image-ugpn82ok.png)

**To View/Edit a Record Type**

1. Click **View** for the contract type line item you would like to view/edit.

2. The **Record Type Configuration** screen displays.

3. To edit the name of the contract type, click the **Pencil Icon** for the **Type Name** line item.

4. Edit the text for the name of the type and click **Save Changes**.

**To Delete a Record Type**

**Note:** Prior to deleting a record type, make sure it is not being used by any contract records.

1. Go to the **Record Type Configuration** screen for the line item to be deleted.

2. Click **Delete** in the side menu.

3. Confirm the deletion. **Manage Columns Button**

**Note:** The Manage Columns button will allow users to view additional columns of information available for the table selected.

1. Click **Manage Columns** on the side menu. 2. On the next screen select the field you would like to view as a column. Click **Add** next to the desired field to move to the left-hand column. ![Graphical user interface, application Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/record-type-management-image-zndzjspi.png) 3. Once added, click **Back to List** on the side menu. The column just added displays.

### **Record Status Management**

**Master Reference Data Management: Contract Status**

Contract Insight supports the ability to track a contract's lifecycle by Contract Status. For example, a Contract Status may be Open, Closed, Canceled, Renewed, Pending, etc. The Contract Status list can be managed by the Application Administrator. The system may house **as many or as few record statuses as desired**.

**To Add a Contract Status**

1. Select **Contract Status** from the **Manage/Setup** top navigation menu item.

![Graphical user interface, text, application Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Picture10.png)

2. This will open the **List Manager** screen listing all of the contract statuses already in Contract Insight. ![Graphical user interface, text, application, website Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Picture11.png)

3. Click **Add Record** on the side menu.

4. Enter the name of the new contract status and click **Save**.

**To View/Edit a Contract Status**

1. Click **View** for the contract status line item to view/edit.

2. This will open the **Status List Configuration** screen.

3. To edit the name of the contract status, click the **Pencil Icon** for the **Status Name** line item.

4. Edit the text for the name of the status and click **Save Changes**. **To Delete a Contract Status:** **Note:** Prior to deleting a status, make sure it is not being used by any contract records.

1. Go to the **Status List Configuration** screen for the line item to delete.

2. Click **Delete** on the side menu.

3. Confirm the deletion.

**To Set a Status to Not Allow Email** Users have the option to set a Contract Record to a Status that will not send out email alerts.

**Note:** this should only be used for contracts that alerts are not required (i.e. Expired, Terminated).

1. Go to the **Status List Manager** screen. If the **Allow E-mail** column is not visible, it can be added by using the **Manage Columns** link on the side menu. ![Graphical user interface, text, application Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Picture12.png) 2. Click **View** for the Status for which to set the **Allow-Email** to False/No. Note that all Statuses, by default, are set to True/Yes. ![Graphical user interface, text, application Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/record-status-management-image-nlt32hjs.png) 3. This will open the **Status List Configuration** screen. Click the **Pencil Icon** to edit the **Allow Email** item. ![Graphical user interface, application Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/record-status-management-image-155shwz8.png) 4. Set **Allow Email** to False/No to no longer have the regular system generated e-mail alerts sent out for the contract record when the Contract Record is set to this status. ![Graphical user interface, application Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/record-status-management-image-3wqx8buw.png) **Manage Columns Button:**

**Note:** The Manage Columns button will allow users to view additional columns of information available for the table selected.

1. Click **Manage Columns** on the side menu. 2. On the next screen select the field to view as a column. Click the **Add** button next to the desired field to move the item to the left-hand column. ![Graphical user interface, text, application, email Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/record-status-management-image-tya74e4x.png) 3. Once added, click **Back to List** on the side menu. The column just added displays. ![Table Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/record-status-management-image-z3g5ecdp.png)

To learn more about Master Reference Data, please watch the following video.

[YouTube video player](https://www.youtube.com/embed/wQZSI5583Kk)

### 

### **Add a Contract Record**

**Add a Contract Record**

Before adding a contract into the Contract Insight system for the first time, it is best to verify with the Application Administrator that all departments, vendors, employees, locations, contract types, and status values have been entered. 1. To add a contract into the system, go to the top navigation menu and click **Contracts**. From the **Contracts** menu, click **Add Contract Record**. ![Graphical user interface, text, application, chat or text message Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Picture13.png)

2. The **Add New Contract Record** screen displays. From this screen, you can choose from a drop down list what **type** of contract you would like to add. After selecting the **type** of contract to add, select **Continue**.

![Graphical user interface, text, application Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/add-a-contract-record-image-uhtex2s4.png)

**Note:** Depending on the contract type you select to create, the **Add Screens** will look slightly different from one another. Your Application Administrator can alter the fields for each contract type in the **Field Manager** section of the **Manage/Setup** top menu selection. Please be sure to enter all required fields.

3. After entering all required fields (marked by a red asterisk *****) on the **Add New Contract** screen, click **Save & Continue** to commit the record to the system. ![A screenshot of a computer Description automatically generated with medium confidence](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/add-a-contract-record-image-exubbcsj.png)

**Note:** For long drop down lists (for example, **Vendor** drop down), click the drop down arrow for the drop down list to appear, then begin typing the name of the value you would like to select. The system will automatically filter the selections based on your entered value.

**Note:** Grayed out fields, those that cannot be edited, may be different in each Contract Insight system. Contact your Application Administrator if you have any questions about areas that need to be altered/edited. Also, some fields may be auto-filled upon selecting **Save & Continue**.

You may also add a new company from the **Add Contract** screen once you select the type of contract you will be adding.

Select **Add Company** link on the side menu of the **Add Contract** screen. Follow the instructions for adding a company (see the [**Add a Company**](https://wiki.CobbleStonesoftware.com/docs/add-a-vendorcompany) Wiki page).

**Note**: **The employee assigned to the record, as well as any additionally assigned employees** will receive the out-of-the-box key date alerts

**Note**: If the expiration date entered is earlier than the expiration date, a warning displays : There was an issue processing your request. Reference: Expiration Date is BEFORE the Effective Date. Please check you Date fields and make sure all the dates are correct.

Out of the box date fields are **Expiration Warning Date**, **Effective Date**, and **Expiration Date**. As seen above, the **Department** field is required, just like on **Employee** records.

![Graphical user interface, text, application Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/add-a-contract-record-image-raey9v7y.png)![Graphical user interface, application Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/add-a-contract-record-image-5y1u0yet.png)

**Wizard-Based Entry**

Some add screens may be organized into a wizard. Click **Next** and **Previous** to navigate from section to section.

A progress bar displays toward the top of each group.

If a wizard page does not contain any fields for entry (usually due to rules dictating a field apply or not), a message letting the user know how to proceed displays.

![Graphical user interface, application, email Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/add-a-contract-record-image-tz9w8yi4.png)

**Committing a Record**

Once you click **Save & Continue** to create the new Contract Record, Contract Insight advances to the **Contract Details** screen for the new record. ![Graphical user interface, text, application, email Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/add-a-contract-record-image-iqx05wjo.png)

To watch more about Contract Records, watch the following video.

[YouTube video player](https://www.youtube.com/embed/aalbuJ_yh6U)

### 

### **Field Level Searching/View All**

**Find/Search Contracts: Field Level Searching/View All**

The **Find/Search Contracts** feature allows users to perform field-level searching and reporting for contracts. This search option is helpful when searching for something such as all of the contracts to which a particular employee is assigned.

### **View All Contracts in your Contract Insight Application** Click **View All** under **Actions** on the side menu of the **Find/Search Contracts** screen. **![Graphical user interface, application Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/field-level-searchingview-all-image-mmh90sau.png) Field-Level Searching** 1. On the top navigation bar, navigate to **Contracts** > **Find/Search Contracts**. ![Graphical user interface, text, application, chat or text message Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Picture14.png)

2. In the **Find where** drop down menu, select the area to be searched. 3. Depending on the selected field's field type, presented additional options display.

- For Drop Down Fields: a second drop down, one from which to select the value for which to search where the field **Equals**, displays. User-defined drop-down field values are also available.

![Graphical user interface, text, application, email Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/field-level-searchingview-all-image-ztdnltim.png)

![Graphical user interface, text, application Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/field-level-searchingview-all-image-8kh9o1d4.png)

- For Text Entered Fields (such as Text Box, Currency, Integer, Decimal Field Types): enter text into a text box where you can find where the selected field **Is Like**.

![Graphical user interface, text, application, email Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/field-level-searchingview-all-image-wooex59v.png)

- For Date fields: enter/select (using the calendar icon) two dates between which to search the selected field where the **Date is Between**.

![Graphical user interface, text, application, email Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/field-level-searchingview-all-image-vtt2kee4.png)

**NOTE:** If a **Find Where** field is selected, **View All** cannot be used. Click **Start Over** before clicking **View All**. 4. Click **Search** to display all Contract Records that match the search criteria entered. 5. To start a new search, click **Start Over** (to the right of the **Find Where** drop down menu).

![A screenshot of a computer Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/field-level-searchingview-all-image-koe2ev1l.png)

The system is also able to maintain filters and sorts on the Contract Find/Search screen. After filtering the grid on the Contract Find/Search screen, the system will retain results when performing a secondary Search Files or Search Notes on the Find/Search Screen.

![Graphical user interface Description automatically generated](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/field-level-searchingview-all-image-1xweav81.png)

###