COBBLESTONE SOFTWARE

Contract Insight — User Guide

Task Alerts on a Solicitation Record

04. End User General Information › E-mail Notifications & Alerts › Task Alerts on a Solicitation Record

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

Contract Insight allows users task alerts related to Solicitation Records using the Tasks, E-mails, & Alerts section of the respective Solicitation Details screen.

Solicitation Task Alerts are sent out to the Assigned To employee for the task record based on the:

Task End Date
When the number of calendar days before the Task End Date are equal to the Notify Days entered in the task record.

Example: If a user enters a task End Date of 5/7/2018 and a Notify Days value of ninety (90), the system will e-mail the Assigned To employee for the task record on 2/6/2018 (5/7/2018 minus 90 days).

The system will also display the alert on the Calendar screen for the Assigned To employee on 5/7/2018 (End Date) and 2/6/2018 (90 days before the End Date).

A user may add an unlimited number of tasks for a solicitation and assign the task to any employee entered into the Employee List screen.
Solicitation Tasks may alert more than one employee, escalate if needed, and repeat on an interval.

Note: Pre-defined Workflow may automatically assign tasks to a solicitation record as configured by an Application Administrator. The operations for the e-mail alerts and calendar alerts remain consistent with the instructions above, provided the Task Record has a valid Assigned To employee, Task End Date, and Notify Days assigned.

Note: For the e-mails to be routed successfully please have an Application Administrator verify that:

1. The employee's e-mail address is correct in the Employee Manager screen.
2. The task end date and/or notify days (less than the task end date) is future dated.
3. Your organization’s internal e-mail system is not blocking e-mails from the CobbleStone®systems.com domain (or blocking emails from the internal server).
4. The task e-mailer job is properly configured and scheduled to run at least daily (or better).

2. Key Elements

Notifications tab > Tasks and Workflows panel: each task carries its own Status, Employee, and Start Date driving when its alert fires
Notifications tab > Emails panel shows delivered task alert emails (e.g. "Solicitation Task Alert...") with a Resend action
Administration > Scheduled Jobs > Solicitation Task E-Mails and Solicitation Task Escalations are the jobs that generate these alerts, running every 30 minutes and 1 hour
Alert emails are sent from alerts@cobblestone.software and logged permanently in the record's Emails panel