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LuminIQ - Create Workflow Cards with Lumin Intake

This article will cover how Lumin Intake can be used within workflows and the Submit Requests dashboard, and the configuration steps required.

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  Estimated Read Time: 5 minutes

Sections in this article: 

Introduction

You can leverage LuminIQ directly within Gatekeeper workflows to automatically capture data from uploaded files, populate core contract data, and eliminate manual data entry.
 

Note: This must be enabled by an administrator before it is available to users. See Configure LuminIQ for step-by-step instructions.

Which fields can be extracted using Lumin Intake?

Lumin Intake can extract the following fields from the core data model: 

  • Contract Name
  • Vendor Name
  • Currency
  • Annual Value
  • Contract Type
  • Category
  • Entity
  • Contract Dates

Additionally, custom fields that you have configured can be extracted. See LuminIQ - Custom Data Extraction for further details.

Create Workflow Cards using Lumin Intake

You can use Lumin Intake directly in a workflow to create a card, by uploading a file into a workflow start phase. To create a card using Lumin Intake:

  1. Navigate to the start phase of the relevant workflow.upload contract
    1. Click Browse to search for and upload a file, or
    2. Drag and drop a file into the box.
  2. Click Extract Files. The file will then be processed, and you can leave this page if required. You will receive a notification email when the processing is complete.
  3. Click on the card to open it. The sidebar will contain:
    1.  A preview of the document, allowing you to zoom in/out and search:
      preview lumin intake
    2. An extraction summary, displaying which data has been extracted for each field: 
  4. Click Review Lumin Intake.
  5. Update the fields as required, and complete any fields that haven't been extracted.
  6. Once finished:
    1. Click Save to save your changes and keep the card in the start phase to return to later.
    2. Click Submit to save your changes and submit the card to the next phase in the workflow.

Configuration

To allow users to create cards using Lumin Intake, follow the below configuration steps:

  1. From the navigation menu, click Workflows then click the relevant workflow to open it.
  2. Click the first phase of the workflow to edit it.
    ai workflows - edit phase
  3. Click the Form Access section, then select the Create Card from Contract checkbox within Lumin Intake.
    create card from contract

Lumin Intake within the Submit Requests Dashboard

If you have the Employee Portal add-on module, users can leverage Lumin Intake from the Submit Requests dashboard.

Click through the demonstration or follow the steps below to learn more:

 

To submit a request:

  1. From the navigation menu, click Submit Requests.
  2. From the Company Forms section, click Submit Form on the relevant form.submit form
  3. To upload a file:
    submit form upload file 
    1. Click Browse to search for and select the file, or
    2. Drag and drop the file into the box.
  4. Click Extract Files. The file will then be processed, and you can leave this page if required. You will receive a notification email when the processing is complete.
  5. Once the processing is complete, you can review the metadata that has been extracted. The sidebar will contain:
    1.  A preview of the document, allowing you to zoom in/out and search:preview lumin intake
    2. An extraction summary, displaying which data has been extracted for each field:
      extraction summary - lumin intake
  6. Click Review Lumin Intake.
  7. Update the fields as required, and complete any fields that haven't been extracted.
  8. Once finished:
    1. Click Save to save your changes without submitting the request, allowing you to return to it later.
    2. Click Submit to save your changes and submit the request.

Note: Lumin Intake is available for internal users only.

Configuration

To allow users to upload files for Lumin Intake within the Submit Requests dashboard:
  1. From the navigation menu, click Workflows then click the relevant workflow to open it.
  2. Click the first phase of the workflow to edit it.
    ai workflows - edit phase
  3. Click the Form Access section, then select the Employee Portal radio button.
  4. Under Lumin Intake, select the Create Card from Contract checkbox.

submit requests - lumin intake

The upload file option will now be available for this form. 

Lumin Intake via Email

You can use Lumin Intake directly from email by sending a file to a designated address. This automatically creates a card on the workflow board - useful for quickly capturing requests without needing to log in to Gatekeeper.

To do this, send an email with the relevant file attached, and include the designated address in the To, CC, or BCC field. If your email address matches a user in Gatekeeper, the system will automatically recognise you as the card creator once processing is complete, and you'll receive a confirmation email. You can then navigate to the workflow to review the extracted metadata.

Configuration

To allow users to upload files for Lumin Intake within the Submit Requests dashboard:
  1. From the navigation menu, click Workflows then click the relevant workflow to open it.
  2. Click the first phase of the workflow to edit it.
    ai workflows - edit phase
  3. Click the Form Access section, then select the Employee Portal radio button.
  4. Under Lumin Intake, select the Create Card from Contract and Create Card from Email Inbox checkboxes.
    create card from email inbox

Note: If a Lumin Intake file is received from an email address that does not match a user in your environment, Gatekeeper will create a guest profile in the background (with no access to your tenant). This means if you decide to add these email addresses as users later on, all of their previously submitted forms will be linked to their new account.

Associate Lumin Intake Files with eNegotiate

The document uploaded using Lumin Intake can be used as the eNegotiate draft. Users can select the uploaded file from the File linked to this card dropdown list when the following actions are enabled on a workflow phase:

  • Create Contract and associate a Contract Master Draft
  • Associate a Contract Master Draft

The file used for Lumin Intake will be marked with the following icon AI.