---
title: "User-Defined Tables"
slug: "user-defined-tables"
updated: 2024-01-30T16:27:50Z
published: 2024-01-30T16:27:50Z
canonical: "wiki.cobblestonesoftware.com/user-defined-tables"
---

> ## 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.

# User-Defined Tables

## User-Defined Tables

### Stand Alone Tables vs. Custom Subtables

System Administrators can define their own tables in addition to the tables provided out-of-the-box. Administrators can create either a **Subtable** (a table which will exist on one of the primary record types like Contracts or Requests), or a **Stand Alone Table** (a table that exists on it's own but can be referenced by any record type, similar to the out-of-the-box Departments table).

### Stand Alone Tables

**Account Maintenance: Custom Stand Alone Table**

To create a **Stand Alone Table,** log in as an Application Administrator.

Select **Account Maintenance** from the **Manage/Setup** menu. ![Account Maintenance as shown on Waffle menu](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Custom%20Tables%20-%20Account%20Maintenance.png)

Select **Create New Table** from the side menu.

![Create New Table showin in side menu](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Custom%20Tables%20-%20Create%20New%20Table.png)

The **Create New Table** screen displays. **Select Stand Alone Table** from the drop down box seen below:

![Select a primary table drop down showing different sections](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Custom%20Tables%20-%20Table%20Type%20Dropdown.png)

Enter a name for your table, then click **Create Table**

**![Enter name for table and click Create Table](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Custom%20Tables%20-%20Stand%20Alone%20Create%20Table.png)**After creating a **Stand Alone Table**, the following message will appear:

![Shows what appears after table creation](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Custom%20Tables%20-%20Stand%20Alone%20Table%20Post%20Creation.PNG)

A main menu link will be automatically added under the **Manage/Setup** section (a refresh or logging out and logging back in may be required to see the link display after creation). To add fields to your **Stand Alone Table** follow the instructions in the [**Managing and Editing Fields**](/v1/docs/managing-and-editing-fields) article.

### **Custom Subtables**

**Account Maintenance: Custom Subgrids/Subtables** Contract Insight Enterprise enables application administrators the ability to add custom **Subtables** to numerous tables and record types within Contract Insight. This enables users to add and track Subtable items in a column and row format. For example, let’s imagine that your organization tracks contracts for Construction Contractors. For each Construction Contract record, your organization requires a contract record with a Subtable for the Insurance Coverage related to the contract. By adding a custom Subtable, the system can both track the contract and track the related items (in this case, insurance coverage) to the contract. Add a Custom Subtable: To add (define) a **Subtable** (or new grid on a record screen), log in as an Application Administrator.

Select **Account Maintenance** from the **Manage/Setup** menu. ![The Application Configuration section of the Contract Insight Main Menu. Account Maintenance is highlighted.](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/1(261).png)

Select **Create New Table** on the side menu

![Create New Table is highlighted on the Actions side menu](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/2(194).png) The **Create New Table** screen displays. **Select the primary table** from the drop down box seen below (this associates/links the new **Subtable** to the table selected). ![The Select primary table dropdown is highlighted on the Create New Table screen.](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/3(144).png)

Next, enter the new **Subtable** name and select **Create Table**.

![The Create Table button is highlighted on the Create New Table screen.](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/4(104).png)

Once the **Subtable** is created, the system will display a message indicating Table has been created. To learn how to add fields to your new **Subtable**, see the [Create User-Defined/Custom Fields](https://wiki.cobblestonesoftware.com/docs/create-user-definedcustom-fields) Wiki page.

**Setting Rules**

Rules/Conditions can be set for subtables so they only appear when relevant.

Click **Set Conditions**.

A pop-up window for condition expressions displays.

![Filter/Conditions dropdown open on the Manage Subtable Rules and Conditions pop-up](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/5(32).png)

Using the **arrow** at the bottom of the field list, find the table and field around which to construct the condition(s).

**Adding Bulk Records to Subtables** **Adding template for subtables** - is a feature which allows users to create base template for sub table records and then use that template to add records for that particular sub table. In the **Field Manager** a new side menu added as **Manage Bulk Add Template**. ![The Actions side menu on the Manage Fields page. The Manage Bulk Add Template option is highlighted.](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/5(64).png)After clicking on the above link following screen displays. This screen has two functionalities, Add Template and Edit Template. ![The Add Template for Bulk Addition of Records Page. Add Templates and Edit Templates tabs are highlighted,](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/6(49).png)While adding new template first select subtable area from the drop down. Then add template name, select template status, by default it is Active. Click **Add Button**. This will show all the fields from that table in a grid. **Note:** **Hyperlink and Slider fields are not supported in grid view and will not be able to add/display as expected**. ![The Add Template for Bulk Addition of Records page after the add button is pressed. Since the Amendments table was selected, The columns for the Amendments table are showing. The Add New Record button is highlighted.](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/7(35).png) To add new record, click on Add new record button. It will add a new row to grid, where user can fill all the information. Like wise user can add multiple rows to template and once done click on Save changes button. The template will get saved.

![Click Save Changes](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/8(27).png) User can edit the template by clicking on Edit Template tab. First the user must select the table, then available templates will be shown in below drop down. Once the user selects the template which he wants to edit, the grid will be shown with records. ![The Edit Template tab of the Add Temple for Bulk Addition of Records page](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/10(11).png) Here a user can modify existing records by clicking on the grid cell. User can add new records to the to the template, delete any record and can change the status of the template. And then by clicking on Save changes button, all changes will get saved. ![The Save Changes button highlighted on the Edit Templates tab](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/9(14).png) Using template to add records to sub tables – If for sub table any template is available, then for that sub table Add Bulk button will be displayed. On clicking on Bulk Add button a pop-up window will open, where user can select the available template and can add those records to sub table.

![The Add Bulk button is highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/12(3).png) Pop-up window: ![Add Bulk Records pop-up](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/13(5).png) User can add, edit records and save the all the records to the subtables. Once records get added to the subtable it will show in the grid. ![Newly added record on the Credentials and Qualifications subtable](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/38.png)