COBBLESTONE SOFTWARE

Contract Insight — User Guide

System Health Check

Launchpad: System Health Review

Note: Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. The checks that appear on the System Health screen are driven by the data and configuration in each environment, so the exact findings and counts shown will vary between environments.

1. Overview

The System Health Check reports on areas of the system where deleted records, incomplete data, and leftover configuration can cause problems elsewhere. It replaces the need to look for these issues record by record: a single scan checks the data and the configuration across the application and returns a list of findings, each with the number of records involved and the action recommended for it.

System Health is one of the two modes of the Launchpad. Setup mode carries implementation and setup guidance for a system still being built; System health mode is used once a system is live and the screen is being used to keep it healthy. The mode the Launchpad opens on for everyone is controlled by the Launchpad Opens On setting in Initial Setup, and switching modes on the Launchpad itself changes that setting as well.

Each scan produces an overall health score, expressed as a percentage, together with a count of the findings that are requiring action, requiring review, advisory, or passed. Findings are grouped by theme — duplicates and merges, things that should be running, data hygiene, people and access, configuration drift, housekeeping, and VISDOM review — and each one can be opened to see the records behind it.

Because the Launchpad is reached from the Administration area, only Application Administrators — or other users specifically granted the appropriate permission — can run scans, work through findings, or accept them. Actions taken on a finding, such as merging duplicate entries or accepting a result, are recorded against the user who took them.

2. Accessing the System Health Check

The System Health screen is the central review screen for the health of the environment. To open it:

From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Configuration & Fields, select Launchpad, then choose System health in the upper right of the Launchpad header.

The System Health screen includes the following elements:

• A System Health panel on the left with a dial showing the overall percentage healthy
• A breakdown beneath the dial: requiring action, requiring review, advisory, and passed
• A Last scan line recording when the results were produced
• A Report button that opens the System Health Review report, and a Run scan button that re-runs every check
• A Priority findings panel listing the largest findings, each with its result count
• An Accepted findings panel listing findings that have been accepted or snoozed, with the reason recorded and the date they return
• Collapsible group headings — Duplicates and merges, Things that should be running, Data hygiene, People & access, Configuration drift, Housekeeping, and VISDOM review — each with a count of the findings to review
• A card for each finding, showing its status badge, the check name, the table or list it applies to, the result count, and an Open link
• A Setup / System health toggle in the upper right of the Launchpad header

3. Reading the System Health Panel

The panel on the left summarises the last scan. The statuses used on the screen, and on the cards in each group, are:

• Requiring action — a check reported a failure that stops something from working
• Needs review — a check returned records that should be looked at and corrected
• Advisory — a check returned a small or low-impact result worth knowing about
• Passed — the check found nothing, or confirmed the item is configured correctly
• Accepted or snoozed — a finding that has been reviewed and set aside, either permanently or until a stated date

The percentage healthy is calculated across all of the checks that ran, so it moves as findings are corrected, accepted, or reinstated and the scan is run again.

4. Reviewing a Finding

Navigate to the System Health screen as described in Section 2, then click Open on the card for the finding you want to review. The finding opens in a detail panel at the top of the list, and the card changes to Close.

4.1 The Finding Detail Panel

The detail panel displays:

• The group the finding belongs to, and the check name as the panel title
• The table, field, or list the check applies to, and how many other fields read that list where relevant
• The status badge and the result — for example, “1,556 repeated values”
• What this checks — a one-line description of what the check looks for
• Recommended action — what to do about the result, and why it matters if it is left
• A results table listing the values found and how many records hold each one
• An Accept or snooze button, and a second button that opens the screen where the finding is corrected — for example Open field management, Open settings, or Open the full list
• The time of the last scan, at the lower right of the panel

4.2 Working Through the Results Table

The results table has What and How many columns, each with its own filter icon, and a Search box above it. Click the arrow at the left of a row to expand it and see the individual records holding that value. Pagination controls at the foot of the table include a page count, a record count, and an Items per page selector.

Note: Large findings are capped for display. Where a finding returns more records than the panel lists, a line beneath the table reads “Showing 200 of 1,556. Work through these, then run the scan again.” Checks that report a total rather than individual records — such as audit trail volume — show no table, and state that the check reports a total rather than individual records.

5. Merging Duplicate Entries

Findings in the Duplicates and merges group that relate to a shared list can be corrected from the finding itself. Each row in the results table carries a Merge button.

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Configuration & Fields, select Launchpad, then choose System health in the upper right of the Launchpad header.
2. Click Open on the card for the list you want to tidy — for example, Repeated options in the Categories list.
3. Locate the repeated value in the results table, using the Search box or the column filters if necessary, and click Merge on its row.
4. The Merge duplicate entries dialog opens, headed with the list name and the repeated value. Select the entry to keep from the list; each entry shows its record ID and how many records use it.
5. Review the What moves section, which lists the areas whose records will be repointed, and the confirmation line stating how many records will be moved and how many duplicate entries will be deleted.
6. Click the Merge button in the lower right of the dialog — labelled with the number of entries being merged, for example Merge 7 entries — to complete the merge, or Cancel to close the dialog without changing anything.

Note: Every record using the entries that are not kept is repointed at the entry you keep, and the duplicate entries are then removed. A completed merge can be put back from the same screen afterwards.

6. Accepting or Snoozing a Finding

Function: Sets a finding aside, either permanently or until a stated date, so that it no longer counts against the health score or appears in the list of findings to review.

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Configuration & Fields, select Launchpad, then choose System health in the upper right of the Launchpad header.
2. Click Open on the card for the finding you want to set aside.
3. Click Accept or snooze at the foot of the detail panel.
4. Enter a short reason in the Why is this acceptable to leave? box — for example, “historic duplicates the client wants kept”.
5. Click Accept it to accept the finding, or Snooze a week or Snooze a month to set it aside until that date. Click Cancel to leave the finding as it is.

An accepted or snoozed finding shows a banner in its detail panel recording the reason, the user who decided it, and the date it was decided, and it is listed in the Accepted findings panel with the date it returns. To bring one back into review before that date, open it and click Reinstate.

Note: Accepted and snoozed findings are still reported. They appear in the System Health Review report under Known and accepted, together with the reason recorded and the user who decided it.

7. Running a New Scan

Function: Re-runs every check and refreshes the results, the health score, and the last scan time.

Steps:

1. From the Contract Insight homepage, click Administration at the bottom of the left navigation menu. On the Administration page, under Configuration & Fields, select Launchpad, then choose System health in the upper right of the Launchpad header.
2. Click Run scan on the System Health panel.
3. Wait for the scan to complete. The counts, the health score, and the Last scan line all update when it finishes.

Run a scan after working through a finding to confirm the records have cleared, and after any bulk update, import, or configuration change that could affect the checks.

8. Exporting the System Health Review

Navigate to the System Health screen as described in Section 2, then click Report on the System Health panel. The System Health Review opens in a new browser tab as a formatted report that can be printed or saved as a PDF and shared with stakeholders who do not have Contract Insight access.

The report contains:

• A header giving the environment, the date and time of the scan, and the date and time the report was generated
• The overall percentage healthy, and the count of findings requiring action, requiring review, advisory, passed, and accepted
• Action required — the checks that reported a failure
• Requiring review — a table of Check, Result, Change since last scan, and Recommended action
• Advisory — the same table for lower-impact findings
• Known and accepted — the accepted findings, with the reason accepted and who decided it
• Checked and passed — a list of the checks that found nothing

9. Check Groups on the System Health Screen

Findings are organised into groups, each collapsible and labelled with the number of findings to review:

• Duplicates and merges — repeated options in shared lists, duplicate counterparty and clause records, records that share a title, and fields set to hold a unique value that contain repeated values
• Things that should be running — overdue and unassigned tasks, documents pending generation, queued alerts, scheduled jobs, and license and activation status
• Data hygiene — contracts with no end date or with an end date before the start date, attachments left without a parent record, and records referencing a counterparty that no longer exists
• People & access — disabled accounts that still hold group membership, active users with no security group or no email address, accounts never signed into or dormant, security groups that grant no permissions, and the list of full administrators
• Configuration drift — fields assigned to a missing field group, inactive workflows, templates with no approval or signing route, drop-down configurations for removed fields, and record types with no records
• Housekeeping — the size of the audit trail, the volume of performance logging retained, and stale session records
• VISDOM review — findings raised by VISDOM AI, described in Section 10

Note: The checks that appear depend on how the environment is configured. A list or field that does not exist in an environment produces no check for it, and checks that find nothing are reported as passed rather than omitted.

10. VISDOM Review Checks

The VISDOM review group holds findings raised with the assistance of VISDOM AI. Findings already raised — such as a value duplicated across two list options — appear as cards carrying a VISDOM badge and are opened, accepted, and corrected in the same way as any other finding.

Beneath them, four further checks are offered, each with a Review button and a note of the data it reads. Each shows Not yet run until it is used:

• Duplicate values across shared lists — list options that are the same value recorded in more than one form; reads option names from the shared lists, and no record data
• Configuration gaps for a system of this size — capabilities a system of this size and shape normally has configured and this one does not; reads counts only, of record types, fields, workflows, templates, alerts, and record volumes
• Naming and structure consistency — whether field, type, and group names follow one convention or several; reads field and type names only, never the values stored in them
• Records inconsistent with their classification — records whose title contradicts the type or status they are filed under; reads a sample of record titles with the type and status they carry

Each card states what is read before the check runs, so it is clear what is shared with VISDOM AI in each case. 

11. Quick Reference Summary