---
title: "Record Status Management"
slug: "record-status-management"
updated: 2023-11-07T15:15:06Z
published: 2023-11-07T15:15:06Z
canonical: "wiki.cobblestonesoftware.com/record-status-management"
---

> ## 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.

# Record Status Management

### **Record Status Management**

**Master Reference Data Management: Contract Status**

Contract Insight supports the ability to track contracts 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.

**To Add a Contract Status**

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

![The ContractInsight Main Menu. Record Statuses is highlighted.](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Record%20Statuses%20Button.png)

2. This will open the **List Manager** screen listing all of the contract statuses already in Contract Insight. ![The Status List Manager Page. The side menu is open and Add Status and Manage Columns are highlighted.](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Status%20List%20Manager.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. ![The Status List Manager Page. A newly added Allow E-Mail Column is highlighted.](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Allow%20E-mail(1).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. ![The View/Manage Column is highlighted on the Status List Manager page](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/View&Manage(1).png)3. This will open the **Status List Configuration** screen. Click the **Pencil Icon** to edit the **Allow Email** item. ![The Status Item Details Page. The Allow E-Mail attribute is highlighted.](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Email%20Change.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. ![An Edit Record Pop-Up for the Allow E-Mail attribute. The dropdown menu and Save Record button are highlighted.](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. ![The Assign Columns to List Page. In the Assigned Columns, the Remove option is highlighted. In the Unassigned Columns, Add is highlighted.](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Remove(1).png)3. Once added, click **Back to List** on the side menu. The column just added displays. ![The Actions menu is open. Back to List is highlighted.](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Back%20to%20list.png)![The Status List Manager page. The newly added Date Updated column is highlighted.](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Date%20updated.png)