---
title: "Notification Template Side Menu"
slug: "notification-template-side-menu-1"
updated: 2026-10-07T16:42:05Z
published: 2026-10-29T16:30:09Z
canonical: "wiki.cobblestonesoftware.com/notification-template-side-menu-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.

# Notification Template Side Menu

**COBBLESTONE SOFTWARE**

Contract Insight — User Guide

**Notification Template Side Menu**

*03. Admin User Manual › Alerts & Notifications › Notification Template Side Menu*

**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

**Administration → Notification Templates** (“Edit the email templates used by notifications”) is where administrators change what the emails the system sends say, which of the record's details they can show, and which records each one applies to. Edits take effect on the next send.

The legacy **Template List**, **Template Overview**, **Merge Fields**, and **Template Subject/Body** side menu has been redesigned into a single page: a template list on the left and a tabbed editor (**Message**, **Fields**, and **Rules**) on the right.

# 2. Key Elements

| Legacy Side Menu Section | Where It Is Now |
| --- | --- |
| Template List | Left panel: **Choose an area** drop-down, **Filter these templates** box, and the list of templates in that area. |
| Template Overview | **Message** tab: **Title**, **Description**, **Theme**, change-notification addresses, and the **Active** setting. |
| Template Subject/Body | **Message** tab: **Subject** and **Body** (HTML or Rich text), with the **Insert a placeholder** panel. |
| Merge Fields | **Fields** tab: the record details (placeholders) the message can use. |
| — | **Rules** tab (new): conditions that limit which records the template applies to. |

- **+ New template** and **Delete** buttons sit at the top right of the page.
- **Placeholders** appear as `{---Field Name---}` for record values and `[[---Record Detail---]]` for links and buttons. They are filled in when the email goes out.
- **Preview with sample data** renders the message against a real record so you can check it before saving.

# 3. Navigating to Notification Templates

1. From the Contract Insight homepage, click the **Administration** icon at the bottom of the left navigation bar.
2. In the **Search administration** box, type **Notification** (or scroll to the **Automation & Data** category).
3. Click **Notification Templates**.

![Administration page with Notification Templates highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/notif-01-admin-search.png)

# 4. Finding a Template (Template List)

1. Navigate to **Administration → Notification Templates** (see Section 3).
2. Click the **Choose an area** drop-down and select the area the template belongs to: Contracts & Committals, Employees & Users, Purchase Orders, Requests, Solicitations & Procurements, or Vendors & Customers.

![Choose an area drop-down with the list of areas](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/notif-02-choose-area.png)

1. The templates for that area appear below the drop-down. Each shows its name and record type; inactive templates are marked **off**. Type in **Filter these templates** to narrow the list.
2. Click a template to open it in the editor on the right.

![Template list with area, filter, templates, and New template button highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/notif-03-template-list.png)

# 5. Creating a New Template

1. On the Notification Templates page, click **+ New template**.
2. In the **New notification template** panel, enter a **Name** (what administrators will call it; not shown to the recipient).
3. Confirm the **Area**, then choose a **Record type**. The record type is the area's own records or one of its related lists, and determines what the placeholders can draw on.
4. Choose a **Theme** (how the email looks; it can be changed later) and optionally enter a **Description** and **Also email these addresses whenever this template changes**.
5. Check **Active** if the scheduler should send this template.
6. Click **Create and choose fields**. The template opens so you can add fields (Section 7) and write the message (Section 6). Click **Cancel** to close without creating.

![New notification template panel](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/notif-10-new-template.png)

# 6. Editing the Message (Template Overview & Subject/Body)

## 6a. Title, Subject, and Body

1. Open the template (see Section 4). The **Message** tab is selected by default.
2. Update the **Title** and **Description** as needed.
3. Enter the **Subject** line. Placeholders such as `{---Vendor/Client Name---}` can be used here.
4. Edit the **Body**. Use the **HTML** / **Rich text** toggle to switch between editing the markup and a formatted view.
5. To add a placeholder, type **{** where you want it, or click one in the **Insert a placeholder** panel on the right (Record values, Links and buttons, and Lists of related rows). Use the panel's **Filter** box to find one quickly.

![Message tab with Title, Description, Subject, Body, and Insert a placeholder highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/notif-04-message-tab.png)

**Note:** If the message uses a placeholder the system can't fill in, a warning appears above the body and the placeholder is marked in red. It will arrive in the email exactly as written. Add the field on the **Fields** tab (Section 7) or correct the placeholder.

## 6b. Theme and Delivery Settings

1. Scroll below the body and choose a **Theme** (click **Design themes** to edit themes).
2. In **Also email these addresses whenever this template changes**, enter addresses separated by commas, or leave it empty.
3. Check **Add a note to the workflow task this notification raises** if needed.
4. Check or clear **Active (the scheduler sends this template)**. If a workflow task sends this template, the Active setting is locked.
5. Click **Save**.

![Theme, change addresses, checkboxes, Preview with sample data, and Save highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/notif-05-message-settings.png)

## 6c. Previewing the Message

1. Click **Preview with sample data**.
2. A **Preview** appears below, built against a real record of this type with values, buttons, and lists filled in exactly as they will be sent. Review the subject and body before saving.

![Preview with sample data output](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/notif-06-preview.png)

# 7. Managing Merge Fields (Fields Tab)

The **Fields** tab controls which of the record's details the message can show. Each field gets a name, and that name is what you insert into the subject or body.

1. Open the template and click the **Fields** tab.
2. To add a field, select it in **Find a field to add** and click **+ Add**.
3. Edit the **Name in the message** if needed. The placeholder shown beneath it (for example, `{---Contract ID---}`) is what you insert into the message.
4. Review **Comes from** to confirm the source table and field. For date and similar fields, choose a format under **Shown as**.
5. Click the trash icon to remove a field.

![Fields tab with Find a field, Add, name, placeholder, delete, and Shown as highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/notif-07-fields-tab.png)

1. Scroll to the bottom and click **Save fields**. The count of fields the message can use is shown at the bottom right.

![Save fields button and field count highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/notif-08-save-fields.png)

# 8. Limiting Which Records Get the Notification (Rules Tab)

With no conditions, a template applies to every record of its type.

1. Open the template and click the **Rules** tab.
2. Set **Match** to **ALL** or **ANY** of the following.
3. Click **+ Condition** to choose a field, operator, and value. Click **+ Group** to nest a group of conditions.
4. Click **Count matching records** to see how many records the rules currently match.
5. Click **Save conditions**.

![Rules tab with Match, Condition, Group, Count matching records, and Save conditions highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/notif-09-rules-tab.png)

# 9. Quick Reference Summary

| Task | How to Complete It |
| --- | --- |
| Open Notification Templates | Administration → search “Notification” → Notification Templates. |
| Find a template | Choose an area → (optional) Filter these templates → click the template. |
| Create a template | + New template → Name, Area, Record type, Theme → Create and choose fields. |
| Edit subject or body | Message tab → Subject / Body → Save. |
| Insert a placeholder | Type { in the subject or body, or click one in Insert a placeholder. |
| Change theme or Active setting | Message tab → Theme / Active → Save. |
| Preview the email | Message tab → Preview with sample data. |
| Add or remove merge fields | Fields tab → Find a field to add → + Add (or trash icon) → Save fields. |
| Limit which records apply | Rules tab → Match ALL/ANY → + Condition / + Group → Save conditions. |
| Delete a template | Select the template → Delete. |