---
title: "Rules & Conditions"
slug: "rules-conditions"
updated: 2026-10-29T17:01:15Z
published: 2026-10-29T17:01:15Z
canonical: "wiki.cobblestonesoftware.com/rules-conditions"
---

> ## 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.

# Rules & Conditions

**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**.

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

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

![Document Templates list with Search and Open highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/02-document-templates-list.png)

1. 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.

![Template overview with Rules and conditions tab and Manage buttons highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/rc-01-template-overview.png)

# 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)."

![Rules and conditions tab with Match, Condition, Group, CONDITION, Refresh and Save and preview highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/rc-02-rules-conditions-tab.png)

- **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.

![Condition row with field, operator, value, delete icon, CONDITION preview and Save and preview highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/rc-03-add-condition.png)

**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**.

![Nested group with Match ANY, group Condition and Group buttons, group delete icon and CONDITION preview highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/rc-04-add-group.png)

# 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.

![Records this template can be used on with count, Refresh and Search highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/rc-05-records-preview.png)

**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

| Task | How to Complete It |
| --- | --- |
| Open a template's rules & conditions | Administration → Document Templates → Open → Rules & conditions tab. |
| Add a condition | Rules & conditions tab → + Condition → field, operator, value → Save & preview. |
| Combine AND/OR logic | + Group → set the group's Match to ALL or ANY → add conditions → Save & preview. |
| Remove a condition or group | Delete (trash) icon on the row or group → Save & preview. |
| Let every record use the template | Remove all conditions → Save & preview. |
| Check which records match | Records this template can be used on → Refresh. |