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Configuring the Agiloft Contract Assistant for Word

Consult this page when configuring the Agiloft Contract Assistant for Word

This process tells Agiloft which tables and fields in your KB should link to the fields on the app interface. This step must be completed before installing.

Prerequisites

Check to ensure your KB aligns with the recommendations in this section before continuing on to the configuration section.

Tables

Before you configure the app, you should have multiple fields and tables in your KB. If you've used the standard CLM Template or CLM AI Template, these tables are all available by default.

You should have the following tables in your KB. 

  • Contracts: This table holds Contract records. The app can add new Microsoft Word documents to the Contracts Table as new records.
  • Attachments: This table holds Attachment records, which are the file version of the contract document being analyzed in word. The app add Microsoft Word document files to the Attachments table as new records. If you have AI enabled, the Attachments table is the ideal table for holding machine learning action buttons, which exist by default in the CLM AI Template.
  • Clause Library: This table holds Clause records, which represent existing, vetted clauses that you can compare against the clauses found in the contract document in Microsoft Word. You can also insert these clauses directly into the contract document using the Insert Library Clause function, or add clauses to the Clause Library table from a trusted contract document.

    If your KB was created prior to November 13, 2020, reach out to your  Agiloft representative for assistance in configuring your Clause Library to work with the Word app. There are a few global variables that may need to be added to make this possible.

  • Contract Clauses: This table holds Contract Clause records, which are new clauses identified in the Word document. The app can add tagged clauses as new records to the Contract Clauses table. You can distinguish which Contract Clause records relate to which Contract record by the ID field.
  • Clause TypesThis table holds Clause Type records, which represent the types of clauses that your organization wants to identify in contract documents, such as Termination or Insurance. The records in this table are used by AI to identify clauses in the contract document, but can also be manually assigned by a user if AI is not enabled in their system.
  • AI Clause Types: You only need this table if your system uses AI. This table holds AI Clause Type records, which represent the clause types that are used to train AI models to identify clauses in contract documents. These records are associated with Clause Type records in the Clause Types table. Holding these records in separate tables allows for more system flexibility. This table is only necessary if you have AI enabled in your system. Simply adding a record to this table will not train AI to recognize them, as this requires custom model training.
  • Contract Types: This table holds Contract Type records, which represent the types of contract documents that are used in your system, such as Master Services Agreement or Non-Disclosure Agreement. You can integrate this table to manually identify the type of document you've uploaded with Word. If you have AI enabled, you can use this information to train the AI model what kind of clauses and key terms to look for in the contract document.
  • Key Terms:  This table holds Key Term records, which represent the types of key terms that are identified in contract documents, such as Contract Title or Contract Start Date. The records in this table are used by the AI to identify key terms in the contract document, but can also be manually assigned by a user if AI is not enabled in their system. There is no key term library table because key terms are stored in the fields of the Contract record, unlike clauses and the Clause Library and Contract Clause tables. Adding new Key Term records to this table, and then associating them with a corresponding field in the Contracts table, allows the app to use those key terms as labels. However, these must always be tagged manually; adding a new Key Term record to this table doesn't allow the AI model to recognize or extract that key term, as this requires custom model training. For more information on the Key Terms table, view the Key Terms Table section below.

Permissions

To use the app, users must have the following permissions set:

  • Users must be granted access to REST services. Click the Setup gear icon and go to System > Manage Web Services. In Groups Allowed for REST, select all the groups that need to work with the app. To select multiple groups, hold the Ctrl key while making selections.
  • Users must have Create permissions, at the least, for all of the tables included in the configuration wizard in order to use the app properly. For example, you need permission to create Clause Library records in Agiloft if you want to be able to insert clauses from the Clause Library into a document.

Configuring the Agiloft Contract Assistant

To configure the app:

  1. In your KB, navigate to the Setup gear in the top-right corner and go to Integrations.
  2.  Under Word Add-in, click Configure. Doing this for the first time in a KB automatically adds the Key Terms table, if it doesn't already exist. This brings you to the General tab.

    You may also see an option to Upgrade. For information about upgrading, visit Upgrading the Agiloft Contract Assistant for Word.

General

Follow these steps to fill out the fields in the General tab.

  1. Under Contract Tables, select where you'd like the app to create new contracts. You'll likely choose the Contracts table.
  2. Under Contract Type, choose the field that you'd like to use to designate Contract Types. If this field doesn't show any options in the drop-down list, ensure that the Contract Type Table section in step 22 has a value.
  3. Under Contract Title, choose the field that holds the title of the contract.
  4. Under Contract Description, choose the field that holds a description of the contract.
  5. Under Contract Status, choose the field that holds the contract status.
  6. Under Company Name, choose the field that holds the name of the company that you are doing business with, also called the the counterparty. This should not be the name of your company.
  7. Under Parent Contract ID, choose the field that holds the ID of the parent Contract record.
  8. Under Record Type, choose the field that holds the record type.
  9. Under Internal Contract Owner, choose the field that holds the individual in your organization who owns the lifecycle of this contract.
  10. Under Contract Start Date, choose the field that holds the start date of the contract.
  11. Under Contract End Date, choose the field that holds the end date of the contract.
  12. Under Contract Requester, choose the field that indicates who requested the contract.
  13. Under Date Updated, choose the field that indicates when the record was last updated. This coincides with the Name of Latest Updater field.
  14. Under Name of Latest Updater, choose the field that indicates who the last user to edit the record was. This coincides with the Date Updated field.
  15. Under the Attachment Table section, choose the table that holds records for attached files like .docx or PDF. This is likely the Attachments table.
  16. Under Attached File Field, choose the field that holds the actual Word document file uploaded from the app. This drop-down list allows you to choose from all the File with Versioning fields from the table you selected in the Attachment Table section.
  17. Under the Companies Table section, choose the table that holds company information in your KB.
  18. Under Company Name, choose the field that holds the name of the company that you are doing business with, also called the the counterparty. This should not be the name of your company. Step 6 referenced this choice in the Contract table, whereas this step references the choice in the Company table.
  19. Under the People Table section, choose the table that holds records on individuals, such as employees or external users.
  20. Under Person's Full Name, choose the field that holds the individual's name.
  21. Under Requester's Profile Picture, choose the field that holds the user's photo.
  22. Under the Contract Types Table section, choose the table that holds records for different types of contracts. This field's value determines the drop-down list choices for the Contract Type fields in both step 2 and step 23.
  23. Under Contract Type, choose the field that holds the name of the contract type. Step 2 referenced this choice in the Contract table, whereas this step references the choice in the Contract Types table.
  24. Under Contract Comments, choose the field that indicates the field that holds comments about contracts. This field is used by the Comment feature in the Word app, and is often omitted from the actual Contract table layout. While this option isn't necessary, if it's not available in your configuration wizard, click the Upgrade button under Setup > Integrations > Word Add-in.
  25. If you plan on setting up AI, expand the tab in the AI Fields section. Otherwise, continue on to the Clause Fields section.

AI Fields

If you have enabled AI in your KB, follow these steps to fill out the fields in the AI Fields tab. For more information, refer to Setting Up AI.

  1. Set Enable AI Functionality to Yes. This adds many new options to the page, which are used to configure the app with Agiloft's AI capabilities. 
  2. Under Table where the Action Button field to use when requesting Document Classification can be found, choose the table that holds the AI action button that allows you to predict Document Type. This is likely the Attachments table.
  3. Under Action Button field to use when requesting Document Classification, choose the action button that allows you to predict Document Type. This drop-down list contains action buttons from the table selected under "Table where the Action Button field to use when requesting Document Classification can be found."
  4. Under AI Document Classification Input field, choose the File with Versioning field that holds the document you'd like to load into the app. This drop-down list contains File with Versioning fields from the table selected under "Table where the Action Button field to use when requesting Document Classification can be found." The file, or value, contained in the chosen File with Versioning field should be the same for every "Input" field in the Enable AI Functionality section. You have the option to select an input more than once, just in case your machine learning action buttons are found in different tables.
  5. Under AI Document Classification Output field, choose the Text field that you'd like the AI model to output information to. This drop-down list contains Text and Short Text fields from the table selected under "Table where the Action Button field to use when requesting Document Classification can be found."
  6. Under Table where the Action Button field to use when requesting Clause Extraction can be found, choose the table that holds the AI action button that allows you to extract clauses. This is likely the Attachments table.
  7. Under Action Button field to use when requesting clause extraction, choose the action button that allows you to extract clauses. This drop-down list contains action buttons from the table selected under "Table where the Action Button field to use when requesting Clause Extraction can be found."
  8. Under AI Clause Extraction Input field, choose the File with Versioning field that holds the document you'd like to load into the app. This drop-down list contains File with Versioning fields from the table selected under "Table where the Action Button field to use when requesting Clause Extraction can be found."
  9. Under AI Clause Extraction Output field, choose the Text field that you'd like the AI model to output extracted clauses to. This drop-down list contains Text and Short Text fields from the table selected under "Table where the Action Button field to use when requesting Clause Extraction can be found."
  10. Under Table where the Action Button field to use when requesting Key Terms Extraction can be found, choose the table that holds the AI action button that allows you to extract key terms. This is likely the Attachments table.
  11. Under Action Button field to use when requesting Key Terms Extraction, choose the action button that allows you to extract key terms. This drop-down list contains action buttons from the table selected under "Table where the Action Button field to use when requesting Key Term Extraction can be found."
  12. Under, AI Key Terms Extraction Input field choose the Attached File field that holds the document you'd like to load into the app. This drop-down list contains Attached File fields from the table selected under "Table where the Action Button field to use when requesting Key Terms Extraction can be found."
  13. Under AI Key Terms Extraction Output field, choose the Text field that you'd like the AI model to output extracted key terms to. This drop-down list contains Text and Short Text fields from the table selected under "Table where the Action Button field to use when requesting Key Terms Extraction can be found."
  14. Document Risk is not used at this time. Skip over this section.
  15. Under Field to hold Key Terms Extracted from Document, choose the Text field where the app will upload the key terms that were tagged by AI. This drop-down list contains Text and Short Text fields from the Attachment table selected in the General tab.
  16. Under Field to hold Clauses Extracted from Document, choose the Text field where the app will upload the clauses that were tagged by AI. This drop-down list contains Text and Short Text fields from the Attachment table selected in the General tab.
  17. Under Field to hold Document Type Extracted from Document, choose the Text field where the app will upload the document type information that was tagged by AI. This drop-down list contains Text and Short Text fields from the Attachment table selected in the General tab.
  18. Navigate to the Clause Fields tab.

Clause Fields

Follow these steps to fill out the fields in the Clause Fields tab.

  1. Under Clause Library Table, choose the table designed to hold vetted, pre-approved Clause records that are readily available to be used in company contracts. This table is commonly called the Clause Library table.

  2. Under Clause Library Table Clause Title, choose the Text field that holds the title of the clause. This drop-down list contains Text and Short Text fields from the table selected under "Clause Library Table."

  3. Under Clause Library Table Clause Description, choose the Text field that holds the clause itself. This drop-down list contains Text and Short Text fields from the table selected under "Clause Library Table."

  4. Under Clause Library Table Clause Risk, choose the Number field that holds the risk value associated with using this clause. This drop-down list contains Number fields from the table selected under "Clause Library Table."

  5. Under Clause Library Table Clause Type, choose the Text field that holds the clause type. This drop-down list contains Text and Short Text fields from the table selected under "Clause Library Table."

  6. Under Clause Library Table Clause Type ID, choose the field that holds the ID of the clause type. This drop-down list contains all Integer and Auto-Increment fields from the table selected under "Clause Library Table."

  7. Under Library Clause Status, choose the field that holds the library clause's status, which is generally either Active or Inactive.

  8. Under Display Risk on Library Clauses, select an option.

  9. Under Date Library Clause Updated, choose the field that indicates when the clause was last updated.

  10. Under Associated Print Templates, choose the field that holds the document templates associated with the clause.

  11. Under Clause it's a Fallback For, choose the field that holds the clause's fallback clause.

  12. Under Available for Contract Types, choose the field that indicates which contract types this clause can be added to.

  13. Under Clause Fallback Status, choose the field that indicates whether the clause is Standard or Fallback.

  14. Under Boilerplate Status, choose the field that indicates if the clause is a boilerplate clause or not.

  15. Under Clause Guidance Field, choose the field that holds usage information about the clause.

  16. Under Contract Clause Table, choose the table designed to hold Clause Modification records in your system. This table is commonly called the Current Clauses, Contract Clauses, or Contract Clause Modifications table. This table holds new clause records from the contract, and is different than the Clause Library table, which holds existing, vetted clauses used commonly by your organiation.

  17. Under Contract Clause Attachment ID Field, choose the field that holds the ID of the attachment. This drop-down list contains all Integer and Auto-Increment fields from the table selected under "Contract Clause Table."

  18. Under Contract Clause Text Fieldchoose the Text field where the modified clause text should be stored. This drop-down list contains Text and Short Text fields from the table selected under "Contract Clause Table."

  19. Under Contract Clause Type Field, choose the Text field that holds the clause type. This drop-down list contains Text and Short Text fields from the table selected under "Contract Clause Table."

  20. Under Contract Clause Title Fieldchoose the Text field that holds the text of the clause, such as the Clause Text field. This drop-down list contains Text and Short Text fields from the table selected under "Contract Clause Table."

  21. Under Contract Clause Source Field, choose the field that holds the source of the clause.

  22. Under Contract Clause Library Clause ID Field, choose the field that holds the ID of the clause. This drop-down list contains all Integer and Auto-Increment fields from the table selected under "Contract Clause Table."

  23. Under Contract Clause Risk Fieldchoose the Number field that holds the risk value associated with using this clause. This is typically the Clause Type Default Risk field. This drop-down list contains Number fields from the table selected under "Contract Clause Table."

  24. Under Action Button field to use when requesting Clause Similaritychoose the action button that allows you to request clause similarity. This drop-down list contains action buttons from the table selected under "Contract Clause Table." This option is only visible if AI functionality has been enabled.

  25. Under Contract Clause Similarity Output, choose the Text field that holds the similarity output from the action button selected under "Action Button field to use when requesting Clause Similarity." This drop-down list contains Text and Short Text fields from the table selected under "Contract Clause Table." This option is only visible if AI functionality has been enabled.

  26. Under Contract Clause has "Deleted" state, select whether or not the Contract Clause record's list of Status choices includes Deleted. If Yes, when the user deletes a clause from the Word app, it won't be deleted outright in the KB, the Contract Clause record will just be set to a state of Deleted. This is recommended. If No, deleting the Contract Clause in the Word app deletes the Contract Clause record in the KB.

  27. Under Contract Clause has "Source" field, select whether or not the Contract Clause record uses a Source field. You can determine this option based on what you added in step 6.

  28. Under Most Similar Clause ID, choose the field that indicates clause ID.

  29. Under Associated Contract Type, choose the field that indicates the contract type of the contract that the clause is associated with.

  30. Under Associated Contract Status, choose the field that holds the status of the contract that the clause is associated with.

  31. Under Date Contract Clause Updated, choose the field that holds the date that the contract clause record was last updated.

  32. Under Contract Start Date, choose the field that indicates the start date of the contract that the contract clause is associated with.

  33. Under Contract Title, choose the field that holds the title of the contract associated with the contract clause.

  34. Under Company Name, choose the field that holds the name of the company associated with the contract that is associated with the contract clause.

  35. Under Clause Type Table, choose the table designed to hold records for the clause types in your system. This table is commonly named the Clause Type table.
  36. Under Clause Type Table Title, choose the Text field that holds the name of the clause type. The clause types found here should match the clause types available from the choice in "Clause Library Table Clause Type." The drop-down list contains Text and Short Text fields from the table selected under "Clause Type Table."
  37. Under Document Type Table, choose the table designed to hold records for the document types in your system. This table is commonly named the Contract Type table.
  38. Under Document Type Filter, you can choose to filter the available document types using a saved search. If you select this option, select a saved search from the "Document Type Table" drop-down list. The drop-down only becomes visible after selecting the "Filter Available Document types" checkbox.
  39. Under Document Type Table Title, choose the field that holds the Document Type. This is usually the Contract Type field. 
  40. Under Clauses available for given document linked field, choose the field that holds each available clause for the given document type. The drop-down list contains all the linked fields with multiple values enabled in in the table selected under "Document Type Table."

Document Template Fields

Follow these steps to fill out the fields in the Document Template Fields tab.

  1. Navigate to the Document Templates tab. This tab allows you to configure which tables are used to build or edit document templates, formerly known as print templates, in the app. For additional information about Document Templates, visit Creating Document Templates with the Word App.
  2. Under Document Template Table, choose the table that holds document templates. This is likely either the Document Templates table or Print Templates table.
  3. Under Document File Field, choose the field where the file of the document template should be uploaded after it is created.
  4. Under Title Field, choose the field that holds the title of the document template.
  5. Under Template Description, choose the field that holds a description for the document template.
  6. Under Template Status, choose the field that holds the status of the document template.
  7. Under Publication Level, choose the field indicating the publication level of the document template. This would be the field that determines if a document should be public, internal, etc.
  8. Under Related to, choose the field that holds the types of records the document template is related to.
  9. Under Available for Contract Type IDs, choose the field that holds the IDs of contract types that this document template can be used with.
  10. Under Linked Contract Types, choose the field that indicates the contract types that this document template can be used with.
  11. If you plan to install the Word app from the Office add-in store, click Finish and continue on to Installing the Agiloft Contract Assistant. Otherwise, navigate to the Download Manifest tab.

Download Manifest

If you are using a manifest file for installation, follow these steps to download a manifest file from the Download Manifest tab. Otherwise, continue on to Installing the Agiloft Contract Assistant.

  1. Select the "stable" version with the highest release number.
  2. Click the Download Manifest file button. Be sure to save this file somewhere safe.
  3. Click Finish.

Continue to Installing the Agiloft Contract Assistant.

Key Terms Table

The Key terms table is automatically added to your KB when you click Deploy under Word add-in in Setup > Integrations. The default records in the Key Terms table map to fields in the Contract table. These Contract table fields all share the same logical name as key terms, and Agiloft maps them to each other using REST API calls. You can create a new Key Term in your system by following these steps:

  1. Create a new field in the Contract table. Ensure that you add the new field to the Contract record layout.
  2. Create a new record in the Key Terms table. The Field Name field of the Key Terms record should contain the same value as the Field Name field of the Contract field you'd like the Key Terms annotation to map to.
  3. Open the app, and the new Key Terms label is available in the drop-down list after tagging a key term.
  4. Label using the new key term.
  5. Navigate to the Upload to Agiloft section, and click the Sync to Agiloft button.
  6. Refresh the Contract record. The new key term field should now include the same value you labeled back in step 4.

The AI extraction models are only designed to work with the default Key Term records. Extracting additional Key Term records requires a custom AI model.