COBBLESTONE SOFTWARE

Contract Insight — User Guide

Rules & Conditions

Document Templates Management › Manage Document Package Template › Rules & Conditions

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

Rules & conditions control which records may use a document template. A template's Rules & conditions tab reads: "Which records may use this template. With no conditions every Contract record may use it; add conditions and only the records that match are offered it." The Filters & conditions builder lets an administrator Match ALL or ANY of a set of Condition rows (field, operator, value) or nested Groups, with a live CONDITION preview rendered as SQL-like text (for example, where ([State] = 'NJ')). Below it, Records this template can be used on shows a live count of matching records with a Refresh button — matching the legacy And/Or filter-builder description with a save-and-preview step.

2. Key Elements

• The Rules & conditions tab sits on the template's Core setup step. The Template overview tab also shows a Rules & conditions card with a Manage button and a summary such as "every record."
• Match ALL or ANY of a set of Condition rows or nested Groups to build the eligibility filter.
• Conditions are written against the template's mergeable fields, so add merge fields first (see Select Mergeable Fields).
• A live CONDITION line shows the resulting rule as it will be evaluated. Until you click Save & preview, a "Not saved yet" note appears and the record preview still reflects the rule in force.
• Records this template can be used on, with Refresh, shows a live count and preview of matching records — 0 if the rule matches nothing.

3. Navigating to a Template's Rules & Conditions

1. From the Contract Insight homepage, click the Administration icon (sliders) at the bottom of the left navigation bar.
2. Under Templates & Presentation, click Document Templates.

3. On the Document Templates page, locate the template (use the Search box if needed) and click Open on its row.

4. The template opens on the Core setup step with the Template overview tab selected. Click the Rules & conditions tab, or click Manage (or Manage rules and conditions) on the Rules & conditions card.

4. Understanding the Rules & Conditions Tab

With no conditions, the tab shows "No conditions - this group matches everything," and the CONDITION line reads "(none - every record of this type may use this template)."

• Match ALL / ANY — whether records must meet all conditions in the group or any one of them.
• + Condition — adds a field / operator / value row.
• + Group — adds a nested group with its own ALL/ANY setting.
• CONDITION — the rule as it will be evaluated.
• Save & preview — saves the rule and refreshes the record preview.
• Refresh — reloads the list of records this template can be used on.

Note: If the template has no mergeable fields yet, the tab reads "Add the merge fields this template uses first - a condition is written against them," with a Go to merge fields link.

5. Adding a Condition

1. Navigate to the template's Rules & conditions tab (see Section 3).
2. Choose Match ALL or ANY of the following.
3. Click + Condition. A new condition row appears.
4. Select a field from - select a field -. The list contains the template's mergeable fields.
5. Select an operator, such as contains, is equal to, is greater than, is between, is null, or is empty.
6. Enter the value to compare against. The CONDITION line updates as you type.
7. To remove a condition, click the delete (trash) icon on its row.
8. Click Save & preview to save the rule.

Note: Changes aren't applied until you click Save & preview. Until then, "Not saved yet - the preview below still shows the condition in force" appears under the CONDITION line.

6. Adding a Group of Conditions

Use groups to combine ALL and ANY logic — for example, State is NJ and the city is either Somerdale or Camden.

1. On the Rules & conditions tab, click + Group. A nested group appears with its own Match selector.
2. Set the group's Match to ALL or ANY.
3. Click the group's + Condition to add rows inside it, or its + Group to nest another group.
4. Fill in each row's field, operator, and value. To remove the whole group, click the delete (trash) icon beside the group's buttons.
5. Review the CONDITION line, then click Save & preview.

7. Previewing Matching Records

1. After saving, scroll to Records this template can be used on. The badge shows how many records currently match.
2. The grid shows the first 50 matching records with the values this template would merge. Use Search or the column filters to find a record.
3. Click Refresh to reload the count and list.

Note: If the count is 0, no records currently match the rule and the template won't be offered on any record. Review the conditions and save again.

8. Quick Reference Summary