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      Create Contracts Using AI Extract™

      This article walks you through the steps of contract record creation using our AI Extract™ feature. Additionally, this article will outline the steps required to trigger a workflow based off an extracted contract.

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      Note: If you haven't enabled the AI Extract™ feature, see enable AI features to get started. Once enabled, you'll see  AI Extract in the navigation menu. 

      To learn about AI Extract, click through the demonstration or read the steps below:

        

      Note: Users require the Administrator Role and All Permission to use AI Extract. See User Management Definitions for further information on granting access for users.

      What is AI Extract™?

      The AI Extract feature is available within all plans, and creates new contract records by automatically extracting the key metadata from PDF contract documents. From the AI Extract area, you can upload files and track the progress. Each file will move through three stages:

      1. Processing - It will take a few minutes for the system to receive the document, capture the plain text, and then analyse all content to extract key metadata items.
      2. Ready for review - You can review the uploaded document side-by-side with the extracted metadata, and confirm or update the extracted details.
      3. Completed - The system will automatically create a Contract record using the extracted metadata, and the file will automatically be set as the master file for your chosen record.

      Upload a Document to AI Extract™

      The following file limitations apply:

      • The file type must be .pdf
      • The file size must be less than 50MB.
      • A maximum of 10 documents can be uploaded at once.

      To create a contract with AI Extract™:

      1. From the navigation menu, click AI Extract.
      2. Drag and drop a file into the Upload File area, or click Browse to select files from your device. You can add up to 10 files at once if required.
      3. Click Extract Files to confirm.
      4. Once the file has been processed, review the extracted data on the left-hand side of the screen.
        1. If you navigated away from the screen while the file was processing, click on the card in the Ready to Review column to open it.
      5. Update the relevant fields and complete any mandatory fields that are blank.
        1. An optional viewing sidebar tray can be shown to help quickly navigate multiple page PDF documents by clicking within the preview pane and then pressing F4 on your keyboard.
      6. Click Create Contract once you have reviewed the details.

      The system will automatically navigate to the newly created contract record within the repository. The contract document will also be directly attached to the record and assigned as the Master Record,  available from the Files tab. 

      Gatekeeper 2019-12-19 14-30-11

       

      The card will remain in the Completed stage, ensuring you have a record of all files that have gone through the AI Extract process.

      Cancel or Save a Draft

      When the file is in the at the Ready to Review stage, you'll have the option to:

      • Click Cancel, which discards any changes you have made and leaves the file in the Ready to Review stage.
      • Click Save as Draft, which saves your changes to come back to later by clicking the card in the Ready for Review stage.

      Gatekeeper 2019-12-19 14-15-47

      AI Extract Troubleshooting

      If a file fails to process once uploaded to AI Extract,  you will receive a notification email with more information and a status link.

      AI Extract Failed - austen.w@gatekeeperhq.com - Gatekeeper Mail 2020-05-12 17-08-56

      Clicking the link provided will open a new tab with a summary inside Gatekeeper. For example, a file may be too large to process with a plain text file size beyond 102400 bytes.

      Gatekeeper 2020-05-12 17-10-37

      Configure a Workflow to Trigger Extracted Contracts

      Once a contract has been processed by AI Extract, you can incorporate it into a workflow. For example, you may want to add additional review phases to ensure data accuracy, or complete additional fields that are not yet supported in the extraction process. 

      This configuration will allow a workflow to trigger based on any contract extracted through AI Extract:

      1. From the navigation menu, click Workflows then click the relevant workflow to open it.
      2. Click the first phase of the workflow.
      3. Click the Form Access section, then select the Create Card from Contract checkbox within the AI Extract section.

      When AI Extract successfully completes an extraction of data, a card will now be created within the workflow.

      If you require further assistance, please reach out to your Customer Success Manager or engage our Global Support Team.