Contract Digitalization[edit]

Contract Digitalization

ICI includes important capabilities to help you manage legacy contracts using Artificial Intelligence (AI). To manage them effectively, ICI supports the following features:

• Converting legacy contracts (PDF and Images) into machine searchable documents
• Converting unstructured contracts into structured contracts by identifying the metadata attributes (including String, Data, Date, Email, Boolean, User, and Lookup) in the contracts
• Identifying and extracting clauses from the contract
• Excel-based Bulk Upload capability that processes legacy contracts with attribute extraction in bulk 
• Visual cues on AI confidence on extracted information in Excel

You can quickly find a relevant contract through search on text or metadata, and analyze the presence or absence of clauses to identify hidden risks. You can also easily perform lifecycle actions such as renewal, terminate, amend and assign, as well as perform bulk actions to comply with changing regulations.

Create Attribute for Clause Discovery

ITo manage legacy contracts using AI, you need to first create an attribute Clause Discovery Type.

To create an atttribute, do the following:
1. Click "Agreements" tile on the Home page. The Agreements page opens.

2. Click "Create" button on the Agreements page. The Create Agreement page opens.

3. Select "Category". For example, Default.

4. Select "Contract Type Name". For example, DiscoverAI_CT.

5. Select "Third Party" from the Type of Paper drop-down list.

5. Click "Next".
6. On the Attributes page, click AI Model (which is a mandatory field). 
7. Select DiscoverAI Standard from the drop-down to use AI to discover the clauses. 

 

Note: Selecting the None option from the drop-down creates a regular third party Agreement.

8. Click "Select File" in the File Path field. You can select a PDF or .docx legacy file which you want to be discovered. 

9. Click Discover to view the attributes discovered from the uploaded file.

 

Note: 
- Using AI, there will be a mapping of the attributes that you want to get discovered from the selected legacy file. For example, if the uploaded file with a Contract Value, that value will get discovered and populated in the Contract Value field. 
- The attributes that you want to be discovered can also be configured.

9. Click "Next". 
10. On the Verify page, click "Create and Publish". 

The left side menu will now have AI Insights as a new menu option. Under this menu you will notice two sub-menus AI Discovery and AI Studio

• AI Discovery: displays the metadata values of the discovered clauses from the uploaded legacy document
• AI Studio: is a dashboard for displaying the summary of various types of discovered clauses

11. Click the "AI Discovery" menu option. The values that have been fetched from the uploaded legacy file are displayed. You can different discovered data such as Clauses, Attributes, Tables, and Obligations.

12. Click the AI Studio menu. You can view the summary of discovered data, as well as view the details of individual entities.

You can review the discovered clauses and compare them for any deviation.

13. Click the "Elipses" button next to the Clause name. A Review button will pop-up.

14. Click the Review button. This opens a Review Clause window.

15. You can perform the following actions on this window:

• Ignore the review
• Defer the review for a later time
• Compare the the discovered clause for any deviation. 

17. Click "Confirm with Deviation". A pop to Add Note opens.

18. Add an appropriate note, and then click "Confirm". A deviation analysis is done.
 

Note: The deviation logic is complete only on clicking the Finish button. The Deviation count will change to 1 on the Deviations tab. The regular deviation process continues hereon.

Downloading Matched Clauses to Excel

The Clauses from the uploaded document are discovered and extracted. These discovered clauses will appear on the AI Discovery menu as descibed in the above section. These clauses can be exported to Excel for convenient offline reviews as follows:
1. Click the "Export" button to download the clause data in Excel format.

Complete end-to-end processing including Validation, Upload/Create Contract (Web)

<need SME inputs for this>

You can process a bulk upload contracts end-to-end. This includes validation and creation of the contract, thus making it easier to manage contracts.

For a bulk upload, you need to create the following two Excel files:

• Data: This file includes information in the same format that we want it to be represented in the ICI UI, so that we have a record there. The Clause Discovery is done by the AI and the status of the bulk upload is always Executed.
• Metadata: This file includes the metadata of the Contract Type that you have defined and saved in the Excel format.

To perform a bulk upload:

1. In a .zip folder, place the Data and Metadata Excel files along with the legacy document. Name the folder.
2. Click the Select Batch File button. Select the .zip folder.
3. Click the Submit button. A validation message File Updated Successfully is displayed.
4. Click the Refresh button to check if the validation process has begun or not. The status changes from Not Started to In Progress.
5. Click the Refresh button. The status changes to Needs Validation.
6. Click the Validate button. The Excel file containing the metadata is downloaded.
7. Click the Finalize button, an AI logic is run and the value that was uploaded in the document which has been fetched is given in the Excel. It then takes the amended Excel and creates the executed contracts as a batch process from the finalized attribute values. If an incorrect file is uploaded, an error message is displayed.

On completion of the batch process, the status changes to Completed.

Note: You can do multiple bulk uploads simultaneously.

You can also configure the extracted Excel document to be color coded linked to the confidence level. The colors - Green, Yellow and Red denote the most, medium and least confidence levels respectively, making it easier to identify them instead of having to search through all the options.

Related Topics: Create Agreement | Managing US Federal Contracts using ICI | DiscoverAI | NegotiateAI | ObligationAI | VisualizeAI