Cobblestone - User Guide

The information in this article describes common tasks for the general user.

• Important Terms
• How to Create and Submit a Contract Record
• How to Check the Status of a Contract
• How to Search for a Contract
• How to Return a Contract to Legal
• How to sign your document using Cobblestone Intellisign
  • Important Reminders for Cobblestone Signatures
• How to Lock a document
• Additional Information

Important Terms

Most common contract statuses:

• Requestor Review: Contract is on the dashboard of the person that submitted the contract. 
• Legal Review: The contract is with an attorney for review.
• Legal Administrative: The contract is with the legal coordinator for processing.
• Non-UCF Party Review: The contract is with the non-UCF party, third party, supplier, vendor, or in negotiations.
• Authorized Signer Review: The contract is out for signature from either UCF or the Supplier/Vendor
• Initial Submission Saved: The contract has NOT been submitted.
• College/Division/Unit Reviewer: The contract is being reviewed by your college/division/unit approver.

Other Important Terms:

• Executed Contract: Contract is fully signed and legally binding. 
• Aggregate Total: Total amount of contract in current and prior agreement in cobblestone.

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How to Create and Submit a Contract Record

1. Login to Cobblestone, click on the “Add Contract” button.
   
   
   
   
2. Select the appropriate agreement type from the drop-down menu.
   
   • If the specific type is not listed, select the generic “agreement type” then click “continue.”
     
     
3. You will be taken to a page that allows you to enter the contract.
   
   • When entering a title, include something that will make finding that contract easier in the future, e.g. the vendor’s name. 
      
     
     
4. We will send the contract to the name and email that is listed in Cobblestone for signature.
   • If you need specific signing instructions, place them in the “Contract Purpose/Background Information” text field.
   • Check with the vendor for signing process prior to submitting contract in Cobblestone. This helps avoid delay. 
     
     
     
5. Tab 2: Dates
   • Enter the effective and expiration date (if you know them)
   • Term/Occurrence refers to how long the contract is good for (1 year, 3 year, 5 year, Short term, Single date) 
     
     
     
6. Tab 3: Select the Legal Office
   • If you aren’t sure of which office, select General Counsel
7. Tab 4: Requestor Overview
   • Select your College/Division (determines who will sign the contract).
   • Specify College of Medicine department (if applicable)
   • Secondary Requestor/PI:
     • For research contracts, add the Principal Investigator.
     • Your department may have a designated person for all contracts. If not, include someone that the general counsel can reach if you are unavailable.
       
       
       
8. Tab 5: Financial & Supplier Overview
   • Fields with Red asterisks are required.
   • Supplier/Non-UCF Party contact refers to the vendor contact.
   • If the vendor does not have signature authority, please let the general counsel know in the background notes
     
     
     
9. Once you see the message, *Fields are not needed for this section based on data provided, continue to the next section.  
   
   
   
10. The last tab will specify who entered the contract and the time it was entered.
    
    
    
11. Once you select “finish,” the contract record will open.
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12. Scroll down to the section labeled “Files / Attachments”
    • Attach relevant documents from the web or from your device 
    • Add text to the field notes that can help identify the attached document.  
      
      
      
13. Document should appear in the list of documents
    
    
    
14. Enter any information that will be helpful in the review of this document within the “Notes, Comments, Diary Log” section.
    • Examples include firm deadlines, contract history, etc.
      
      
      
15. Once you are finished adding files and notes, scroll back up, and refresh the browser.
16. You will see a new button under “Contract Overview” that says “Submit Contract”
    
    
    
17. Click on the Pencil and set “Submit Contract” to “Yes” to route the contract to the General Counsel’s office.
    

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How to Check the Status of a Contract

1. Open the contract record and go to section Contract Overview.
   • The fourth item states the status. The status tells you “who” has the contract.
     
     
     
2. Different Statuses:
   • Legal Administrative: Contract is with the legal coordinator for processing
   • Legal Review: Contract is with an attorney for review
   • Requestor Review: Contract is on the dashboard of the person that submitted the contract.
   • Authorized Signer: Contract is out for signature from either UCF or Supplier/Vendor.
   • Initial Submission Saved: Contract has NOT yet been submitted.
   • College Division / Unit Review: College Division / Unit approver reviews contract before submitting to Legal.
     
     
3. Current Contract Reviewer tells you the name of the person that has your contract on their dashboard at that moment in time.
   
   
   
4. You may scroll down to the very bottom of the contract record to the section “Notes, Comments, Diary Log” and read any notes by others who have looked at the contract.
   

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How to Search for a Contract

There are two ways to search for a contract in Cobblestone.

• Method 1: Use the general search bar
  
  
  
• Method 2: Use the Find/Search Contracts button.
  • This method allows you to narrow down the search by looking at specific fields while you are searching.
    
    
    
  • The drop-down menu allows you to search from many of the fields in the Cobblestone records.
    

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How to Return a Contract to Legal

1. If a contract is with you as the requestor, it will show under “Contracts Requiring My Action.”
   • Any contract here is sitting on your virtual desk and no one else is acting on that contract.
     
      
2. Scroll to section 4. Requestor Overview and under the section “Requestor on Record Approval” click on the pencil. 
   
   
   
3. You can select from a variety of statuses through a drop-down menu.
   • Approve without Changes
   • Approve with Changes (If changes were made to the actual contract)
   • Decline (If you decided to no longer move forward with this contract)
     
     
     
4. Click “Save Record” once you select the status.
   
   
   
5. The contract will move off your dashboard and back to the legal department. This process takes about two minutes.
   
   

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How to Sign a Document using Cobblestone Intellisign

1. Signature invitation
   • UCF Contract Management Systems will send a signature invitation via email from alerts@cobblestone.software
   • Click on “Sign Your Document”
     
     
     
   • You will be taken to a new window that will allow you to view the document submitted for signature.
     
     
     
2. Ready to Sign
   • Go to the section titled “Next Steps” on the upper left of the page.
     
   • You will see a series of yellow triangles that will show what is pending your action.
   • Click on one of the triangles and select “Sign Here” to sign the file.
     
     
     
   • From here, you will receive a series of options for your signature type.
     
     
     
   • You may customize the signature font, size, and color.
     
     
     
   • After selecting “Sign Now,” the page will refresh and will show the signature.
     
     
     
   • Once the yellow triangles are all green checkmarks, this means all the signatures are completed.
     
     
     
   • Select “Verify and Complete” then “Complete.”
     
     
     
   • Once the signing process is completed, you will see a green bar indicating that no further action is required.
     

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Important Reminders for Cobblestone Signatures

• Inform the vendor of our signature system and confirm they agree to use it.
• Verify with the vendor who will be signing the contract. If the Non-UCF party contact is not the authorized signer, please list the authorized signer's name and email in the background notes.
• Verify any specific signature requirements that the vendor may have and leave detailed notes in the background notes.
• If the vendor has their own signature process, leave specific instructions in the background notes.
• Failure to confirm the authorized signer or specific signature requirements could result in the delay of contract execution.

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How to Lock a Document

1. Go to Files/Attachments
   
   
   
2. Go to the document you wish to lock and click on the red briefcase.
3. A new window will open. Select “Lock/Unlock Access.”
    
   
   
4. A list of all the university employees will appear on the right. Click on the employees you wish to have access to the document
   • Make sure you list yourself or you will be locked out of your own document.
     
     
     
5. Click on the X to close the window. Click on the red briefcase again. Select “Manage.”
   
   
   
6. Label the document as “locked.”
   • Anyone who makes updates will be reminded to also lock any newer versions of that document. 
     
     
     

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Additional Information

• Office of the General Counsel – Contracts: Additional information on contracts, click-through agreements, and ISO review.  
• Office of the General Counsel – Legal Services: Additional information on signature authority.
• Office of General Counsel - FAQ

 

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