COBBLESTONE SOFTWARE

Contract Insight — User Guide

NAICS Code Management

Master Reference Data Management: NAICS Codes

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 NAICS record may vary between environments.

1. Overview

NAICS codes are the North American Industry Classification System codes used to classify the industry a record relates to. They are master reference data, maintained as a single shared list, so that every record that references an industry code draws on the same set of values.

Each NAICS record carries a NAIC Code, a NAIC Name, a Display Name, an ActiveYN flag that marks whether the code is available for selection, and an optional Parent Code that ties a detailed code back to a broader one. A system-assigned NAICSID identifies the record. The system additionally maintains read-only values for each code: Entered By, Date Entered, Updated By, and Date Updated.

Because the NAICS list is master reference data, only Application Administrators — or other users specifically granted the appropriate permission — can create, edit, or delete NAICS records. Standard users can typically select an existing code when completing a record, but cannot manage the underlying list.

2. Accessing the NAICS List

The NAICS list is the central management screen for all NAICS code records. It is a managed list in its own right rather than one of the tabs on the Master Reference Data screen, so it is reached from its own page.

An administrator can place it on the left navigation menu from the Contract Insight homepage: click Administration at the bottom of the left navigation menu, select Navigation Menu under Configuration & Fields, click + New item, then choose NAICS in the Page dropdown, give the item a label, and save. The list is then available to open from the navigation menu.

The NAICS list screen includes the following elements:

• A NAICS heading with a live record-count badge — for example, “1 RECORD”
• An Export menu and an + Add button in the upper right of the page
• 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 NAICSID, Entered By, Date Entered, Updated By, Date Updated, Is Deleted, Company, NAIC Name, NAIC Code, ActiveYN, Parent Code, and Display Name 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 and an Items per page selector

3. Adding a NAICS Code

Steps:

1. From the Contract Insight homepage, open the NAICS list — either from the left navigation menu, where an administrator has added it, or by going to the NAICS page directly.
2. Click + Add in the upper right of the list.
3. The New NAICS page opens, with Cancel and Save Record buttons in the upper right and a field-completion indicator in the Details header (for example, “9 fields · 4 required”).
4. Enter the required NAIC Code and NAIC Name (each marked with a red asterisk).
5. Enter the required Display Name — the label shown wherever the code is presented for selection.
6. Set the required ActiveYN value to Yes or No using the dropdown.
7. Optionally enter a Parent Code to tie this code back to a broader classification, and complete any other custom fields configured for the environment.
8. The Date Entered, Entered By, Updated By, and NAICSID fields are read-only; these values are populated by the system when the record is saved.
9. Click Save Record in the upper right to create the code, or Cancel to discard it without saving.

Note: NAIC Code, NAIC Name, Display Name, and ActiveYN are all required, so the Details header tracks them with a “4 required” indicator until each is completed.

4. Viewing a NAICS Code

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

4.1 Quick View

Click the eye icon on a code’s row. A slide-out panel opens on the right listing every field on the record — NAIC Name, NAIC Code, ActiveYN, Parent Code, Date Entered, Display Name, Date Updated, Entered By, Updated By, and NAICSID — along with Done and Edit buttons.

4.2 Full Record (Manage)

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

• The record title with a “NAICS · ID ##” badge and an “Updated <date> by <user>” byline
• 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 NAICS summary panel and a Risk register panel (with a + Add risk button)

Note: A NAICS 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 NAICS Code

Steps:

1. From the Contract Insight homepage, open the NAICS list — either from the left navigation menu, where an administrator has added it, or by going to the NAICS page directly.
2. Click Manage on the row for the code 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 NAIC Code, NAIC Name, Display Name, ActiveYN, or Parent Code as needed.
5. Click Save in the upper right to commit the change, or Cancel to leave the record unchanged.

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

6. Activating and Deactivating a NAICS Code

Function: Controls whether a NAICS code is offered for selection, without removing it from the list.

If a NAICS code’s ActiveYN field is set to No, it is not available from the NAICS dropdown on the Solicitation record. If ActiveYN is set to Yes, the code is available for selection.

Steps:

1. From the Contract Insight homepage, open the NAICS list — either from the left navigation menu, where an administrator has added it, or by going to the NAICS page directly.
2. Locate the code in the grid. The ActiveYN column shows the current setting; add the column through the Columns dialog if it is not displayed.
3. Click Manage on that row to open the full record.
4. Click Edit All in the upper right, or click the pencil icon beside the ActiveYN field.
5. Set ActiveYN to No to retire the code, or to Yes to make it available again, then click Save.

Note: Deactivating a code is usually preferable to deleting it, because records that already reference the code keep their value while the code is withdrawn from future selection.

7. Viewing Record History

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

Steps:

1. From the Contract Insight homepage, open the NAICS list — either from the left navigation menu, where an administrator has added it, or by going to the NAICS page directly.
2. Click Manage on the row for the code 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. 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 NAICS record.

8. Deleting a NAICS Code

Note: Prior to deleting a code, make sure it is not being used by any records. Deleting a code that is still in use can affect reporting and existing record associations; deactivating it instead, as described in Section 6, retires the code without breaking those references.

Steps:

1. From the Contract Insight homepage, open the NAICS list — either from the left navigation menu, where an administrator has added it, or by going to the NAICS page directly.
2. Click Manage on the row for the code 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, and Record Permissions, along with the document-processing actions Approval Processes, Signature Processes, IntelliApprove, and IntelliSign.

9. Managing List Columns

Function: Controls which columns are displayed on the NAICS grid.

Steps:

1. From the Contract Insight homepage, open the NAICS list — either from the left navigation menu, where an administrator has added it, or by going to the NAICS page directly.
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 NAICS.” It lists every available column as a checkbox — NAICSID, Entered By, Date Entered, Updated By, Date Updated, Is Deleted, Company, NAIC Name, NAIC Code, ActiveYN, Parent Code, and Display Name — 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.

10. Exporting the NAICS List

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

• 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 NAICS 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 7. These exports are useful for sharing NAICS data with stakeholders who do not have Contract Insight access, or for offline recordkeeping.

11. Fields on a NAICS Record

A NAICS record holds the following fields:

• NAIC Code — the required NAICS code itself
• NAIC Name — the required industry name that goes with the code
• Display Name — the required label shown wherever the code is presented for selection
• ActiveYN — the required Yes or No flag governing whether the code is offered for selection
• Parent Code — the optional broader code this one rolls up to
• NAICSID — the system-assigned identifier for the record (read-only)
• 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)

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

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

12. Quick Reference Summary