COBBLESTONE SOFTWARE

Contract Insight — User Guide

Record Status Management

Master Reference Data Management: Record Status

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 record status record may vary between environments.

1. Overview

Record Statuses are used to track where a record stands in its lifecycle, so that progress can be reported consistently. Examples include Active, Awaiting Signature, Legal Review, Held, and Expired. 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 status values across the application.

Each record status record carries a Status Name, an Allow E-mail setting that governs whether the status generates system e-mail alerts, and a system-assigned Status ID. Any custom fields configured for the environment also appear on the record. The system additionally maintains read-only Record Info values for each status: Entered By, Date Entered, Updated By, and Date Updated.

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

2. Accessing the Record Statuses List

The Record Statuses list is the central management screen for all record status 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 Record Statuses tab.Image Caption

The Record Statuses 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 Record Statuses highlighted when selected
• A + New button to create a new record status
• 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 Status ID, Status Name, Allow E-mail, Date Entered, Date Updated, friendly text status, Integer, Entered By, Updated By, and StatusGUID 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 3 pages (134 items)”) and an Items per page selector

3. Adding a Record Status

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 Record Statuses tab.
2. Click + New on the list toolbar.
3. The Add new Record Status panel slides out from the right, headed RECORD STATUSES/ Add new Record Status, with a field-completion indicator in the Details header (for example, “1 / 5 filled — 1 required”).
4. In the Details section, enter the required Status Name (marked with a red asterisk) — for example, Active, Legal Review, or Expired.
5. Set Allow E-mail to Yes or No, and complete any other custom Details fields configured for the environment.
6. The Record Info section (Entered By, Date Entered, Updated By, and Status ID) is 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 status, or Cancel to discard it without saving.

Note: Entering just the Status 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 Record Status

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

4.1 Quick View

Click the eye icon on a status’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 status’s row to open the full record status page. This page displays:

• A breadcrumb trail of Record Statuses › the status name
• The status name as the page title, with a “RECORD STATUS · 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 Record Status 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 status record

5. Editing a Record Status

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 Record Statuses tab.
2. Click Manage on the row for the status 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 Status Name, and adjust the Allow E-mail setting 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 Status ID and the Record Info values (Entered By, Date Entered, Updated By, and Date Updated) are maintained by the system and cannot be edited.

6. Setting a Status to Not Allow E-mail

The Allow E-mail setting controls whether system-generated e-mail alerts are sent for records carrying that status. Setting it to No suppresses those alerts, which is useful for statuses such as Expired or Terminated, where notifications are no longer wanted.

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 Record Statuses tab.
2. Locate the status in the grid. The Allow E-mail column shows the current setting as True or False; 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 Allow E-mail field.
5. Set Allow E-mail to No using the dropdown, then click Save. The status no longer generates system e-mail alerts, and the grid shows False in the Allow E-mail column.

7. Deleting a Record Status

Note: Prior to deleting a status, make sure it is not being used by any contract records. Deleting a status 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 Record Statuses tab.
2. Click Manage on the row for the status 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 Record Statuses 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 Record Statuses 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 Record Statuses.” It lists every available column as a checkbox — Status ID, Status Name, Allow E-mail, Date Entered, Date Updated, friendly text status, Integer, Entered By, Updated By, and StatusGUID — 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 Record Status List

Navigate to the Record Statuses 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 status 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 record status data with stakeholders who do not have Contract Insight access, or for offline recordkeeping.

10. Related Sections on a Record Status Record

A record status 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 status: the Status Name, the Allow E-mail setting, and any custom fields configured for the environment
• RecordInfo — system metadata for the record: Entered By, Date Entered, Updated By, Date Updated, and the system-assigned Status ID

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

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

11. Quick Reference Summary