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Using the Agiloft Contract Assistant

If you were directed here from the Agiloft Contract Assistant training module, you can download the sample contract file by clicking here. If you were not directed here from the Agiloft Contract Assistant training module, ignore this message.

The Agiloft Contract Assistant is a Microsoft Word add-in that is primarily used for analyzing Contract documents, but can be customized for other uses. When you upload a Contract document to Word, you can use the ACA to extract clauses and metadata from the document if you have AI enabled. You can also manually identify clauses and metadata yourself, which doesn't require AI. You can use the ACA to analyze this information, and then send it directly to your  Agiloft KB where it gets stored as records. You can also use the ACA to directly add vetted clauses and metadata from your KB to the contract document in Word.

Clauses are defined as text sections in the contract document that address a specific aspect of the agreement, and metadata is defined as data found in the document that gets mapped directly to fields in Agiloft. An example of a clause would be a Termination clause, whereas an example of metadata would be Contract Title.

This feature is best utilized with access to the  Agiloft AI Core, which can be deployed with an Enterprise Extended license. However, the ACA is still functional without AI enabled.

Prerequisites

Before you can begin using the ACA, you must configure the ACA manifest file with your KB. This ensures that when you install the manifest file, the ACA add-in knows the correct tables and fields for pushing and pulling data. For more information about configuring the ACA, visit Configuring the Agiloft Contract Assistant.

Navigating the Agiloft Contract Assistant

Once the ACA has been configured and installed, you can log in by clicking the large "A" icon that appears in the top right corner of your Microsoft Word Home tab. In the login screen that appears on the right pane, enter your login credentials for your KB. 

You can access the ACA in two different ways, depending on your use case:

  • Directly from an existing Contract record or Attachment record, by opening the .docx file in the Attached File or OCR File field in Word and then signing in to the ACA. This method revolves around the use case of analyzing a contract document that already exists in your system, and allows you to push the changes you make to the document in Word to the existing record in your KB.
  • By opening a .docx file in Word, and then signing in to the ACA. This method revolves around the use case of analyzing a new 3rd-party contract document, and then uploading the data to  Agiloft as a new Contract record.

Once a user inputs their  Agiloft KB login credentials, they are greeted by the Home page, where they can select different options depending on what their goal is. The functions of the main options are described in detail in their respective sections below. The other two options are Help and Logout. The Help page contains a link to this article, and the Logout page allows users to log out of the ACAThe main options of the ACA are:

  • Analyze Document (this option is only visible if you have AI enabled)
  • Annotations
  • Insert Library Clause
  • Upload to Agiloft

Analyze Document

If you don't have AI enabled, this option is hidden. This page is used to run the Analyze Document action, and is also used to categorize the contract as a specific Contract Type. When you open a contract in Word and then open the Analyze Document page, you can manually assign the contract a Document Type, such as Master Services Agreement or Non-Disclosure Agreement. This tells the AI what types of clauses and metadata to look for after you click Analyze Document. The Document Type value is important, because the AI looks for different data in a Master Services Agreement than it does in a Non-Disclosure Agreement, etc. 

When you click Analyze Document, the ACA automatically uploads the contract document to the KB as a Contract record. It then analyzes the document for metadata and clauses, and adds any relevant metadata, such as Contract Title or Start Date, to the Contract record. It also adds each clause and each instance of metadata to the Contract Clauses table. Once it's finished analyzing, you are directed to the Annotations page, and the ACA begins to populate the list with annotations. Annotations are instances of clauses and metadata found within the contract document. Each annotation is assigned a clause or metadata type by the AI. You can view an example of the Analyze Document button using AI to add annotations to the Annotations page in the video below. In the video, you can see the clauses and metadata annotations populate in the right pane as the AI analyzes and labels the document.

Analyze Document.mp4

Annotations

After you analyze the document, use the Annotations page to view the clauses and metadata found automatically, and to label and categorize any clauses and metadata that weren't recognized. You can also use this page to label clauses and metadata if you don't have AI enabled. Each annotation in this section is assigned a risk score based on how confident the AI is that they have been given the correct type. On this page, clauses and metadata are presented as individual object items that display the Clause or Metadata Type. When you expand an annotation, you can see the label, risk score, and the actual text content of the clause or metadata.  Clicking an annotation will take you to the related section of the Word document. You can hide either the clauses or metadata from the list temporarily by removing the checkmark from their respective checkboxes.


If Analyze Document didn't add identify clauses or metadata, or you don't have AI enabled, you can add it yourself by highlighting the desired text and then clicking Tag Selected Text. You can then give the new annotation a data type, which allows the AI Core to recognize similar data in the future.

After an annotation has been added to the list either manually or through the Analyze Document button, you can click the vertical ellipses on each annotation to access a menu of options that allow you to edit, compare, remove, or lock clauses or metadata.

  • Edit: This option allows you to change the Annotation Type and Annotation Title for the clause. You can also change the clause or metadata text, and it will also change in the Word document.
  • Compare: This option takes you to the Compare Clause page, which holds a subset of your Clause Library that allows you to view other clauses of the same Clause Type as the one you've selected, all within the ACA in Word. You can then choose a clause to replace your selected clause.
  • Remove: This option removes the clause from the Annotations list, but does not remove the clause from the body of the document. You can also remove annotations in the Edit window by clicking Remove.
  • Lock: This option allows you to prevent clauses from being edited. When a contract is generated from the Print Template some of the clauses are set to “Read Only”. This will apply to the 3rd party, as well as most end users in the system. However, if a user is part of a particular Team or has a specified permission, then they should have the ability to unlock that clause and make changes.

Additionally, you can click the Clear All Bindings button to remove all the Annotations from the Annotations list, as well as all of the colored boxes within the Word document. This is useful once you've completed your analysis and are prepared to send the document to the counterparty for redlining.

Insert Library Clause

This page is used to add existing clauses from the Clause Library table into the current document at the location of your cursor. For example, if your contract needs a Force Majeure clause, you can easily add one by either searching for Force Majeure text in the Search Clause Library bar or by selecting the Force Majeure Clause Type from the All Clause Types drop-down list, and then double-clicking the Force Majeure clause you'd like to add to the contract. You can use this feature with or without AI enabled.


Upload to Agiloft

This page shows a list of clauses or metadata that have been added or changed since the document was opened in Word. Like the Annotations section, each annotation in the Upload to Agiloft section shows the risk score based on how confident the AI is that they have been given the correct type. You can use this page as a way to review changes made to annotations and risk scores, but it is primarily used to choose your Document Type and synchronize data from the Word document to  Agiloft using the "Sync to Agiloft" button. This Sync to Agiloft button does the following:

  • Updates any Contract Clause records that have had their contract annotation changed in the Word document since Analyze Document was pressed.
  • Saves the latest version of the Word document's metadata to fields in the Contracts table
  • Uploads a new Word file of the current contract to the Attachments table.


Use Cases

The following two sections explain a common use case from two different perspectives. This common use case is about analyzing an incoming 3rd-party document for the first time using the ACA, making a few changes, and then re-syncing the new contract to the KB. The first section is the use case with AI enabled, and the second section is that same use case without AI enabled. While you can still perform many of the main functions of the ACA without AI, having AI enabled eliminates a significant amount of manual labor. Using AI to identify metadata and clauses is preferred over manually doing so because with AI, the process is faster, more accurate, and more consistent.

Use Case with AI enabled

With AI, the user clicks Analyze Document to automatically identify clauses and metadata, instead of identifying clauses and metadata manually. AI can quickly and accurately identify clauses and metadata from both a text and semantic standpoint, and its judgement remains consistent throughout the entire document.

The following steps show an example of a common use case for analyzing contract documents with the ACA:

  1. The user opens a contract document in Microsoft Word. This contract document must be in .docx format.
  2. The user clicks the large "A" icon in the top right corner of the Word window. If the icon isn't visible, the add-in likely isn't installed. For more information on installing the ACA add-in, visit Installing the Agiloft Contract Assistant.
  3. The user inputs their login and password information. These credentials are the exact same credentials users would normally log in to their KB with.
  4. From the home page of the ACA, the user clicks the Analyze Document option.
  5. The user selects a Document Type from the drop-down list. This selection ensures that the AI knows what kinds of clauses and metadata to extract. If the correct Document Types aren't visible in this dropdown list, the manifest file used for installation was likely configured improperly.
  6. Once a Document Type has been selected, the user clicks Analyze DocumentThe Analyze Document button redirects the user to the Annotations page automatically after it is clicked. On the Annotations page, clauses and metadata are identified and added to the Annotations list automatically by the AI. Behind the scenes in the KB, the Analyze Document button:
    1. Uploads the contract document to the KB as a Contract record. 
    2. Populates the relevant fields of the new Contract record with metadata identified in the contract document.
    3. Uploads clauses identified in the contract document to the Contract Clauses table as records.

The user now has an instance of the contract document uploaded to their KB, along with separate records for the clauses it contains. Next, the user checks the Annotations tab to ensure all data has been identified correctly:

  1. The user views the clauses and metadata identified by the AI on the Annotations page. This is also where the Tag Selected Text button can be used to manually add clauses or metadata to the Annotations list that the AI might have missed.
  2. The user notices that the AI has identified metadata about the Start Date, but the Start Date value extracted from the contract is different than the one previously agreed upon. To fix this, the user would simply change the text in the contract document to the correct Start Date. While not critical, it is recommended to maintain the same date format. The Start Date annotation in the Annotations list changes as well. 
  3. The user also notices that the 3rd-party document doesn't contain a Termination clause in. The user clicks the menu icon on the top left corner of the ACA and selects Insert Library Clause from the menu.
  4. From the dropdown list on the Insert Library Clause page, the user selects Termination to populate the ACA page with approved clauses from the KB's Clause Library table that have been given the Termination clause type.
  5. The user finds a logical point in the contract document to insert a Termination clause, and then moves their text cursor to that location. The user double-clicks the Termination clause they'd like to add to the document, and the ACA inserts the clause at the location of the text cursor.
  6. The user clicks the stack icon on the top left corner of the ACA and selects Upload to Agiloft from the menu.
  7. Under the Annotations to Sync section of the Upload to Agiloft page, there are three annotations listed: Introduction, Contract Start Date, and Termination. Contract Start Date is a metadata annotation that has been listed because it was recently edited directly by the user, Introduction is a clause annotation that has been listed because Contract Start Date is a piece of metadata within the Introduction clause, and Termination reflects the clause the user added to the document from the Insert Library Clause page.
  8. The user clicks Sync to Agiloft. This button re-syncs the changes made in the contract document with Agiloft: the record in the Contract Clause table for the Introduction clause is updated to contain the correct start date, the Start Date field in the Contract record is updated, and a new Contract Clause record is created for the Termination clause.

Use Case without AI enabled

The main disadvantage of not having AI enabled is not having a swift, accurate way to identify all clauses and metadata in the contract document. However, if you don't have AI enabled, you can still have the same end results as a user who has the AI enabled. You can:

  • Manually label each clause and instance of metadata
  • Generate annotations from a print template with tagging options selected

When you upload a print template to the ACA, it automatically creates an Annotations list based on the metadata and clauses that were tagged in the configuration of the print template. While the Analyze Document button does this, it also does many more things, such as sending the document to the KB, creating Contract and Attachment records, and extracting data with AI. The print template feature is not an alternative to using the Analyze Document, but it can make manually tagging data much faster for the user. For more information on creating print templates for use with the ACA, visit the Integration section of the Print Template Syntax References page.

This example shows the use case for analyzing a contract that was not created from a print template:

  1. The user opens a contract document in Microsoft Word. This contract document must be in .docx format.
  2. The user clicks the large "A" icon in the top right corner of the Word window. If the icon isn't visible, the add-in installed likely isn't installed. For more information on installing the ACA add-in, visit Installing the Agiloft Contract Assistant.
  3. The user inputs their login and password information. These credentials are the exact same credentials users would normally log in to their KB with.
  4. From the home page of the ACA, the user clicks the Annotations option. If the contract document was generated using the print template tagging feature, this page would already hold instances of clauses and metadata found in the contract document, and the user would only need to review the list. However, for this use case, we're assuming the contract document has come from a 3rd-party company that doesn't use Agiloft print templates, so the list is empty when the user first opens the Annotations page.
  5. The user begins to parse the document. When the user identifies an instance of metadata or a clause, they select the text in the contract document, and then click the Tag Selected Text button from the Annotations page:
    1. Once text has been selected, the user chooses an Annotation Type, which is a drop-down list of Clause Types and Metadata Tags from the KB. 
    2. The user adds an Annotation Title for the annotation.
    3. Under Annotation Text, the user can modify the text they've highlighted from the document. If text is modified in the ACA pane, it is automatically modified in the body of the contract document as well.
    4. Once everything has been filled out, the user clicks Save to add the annotation to the list on the Annotations page.
  6. After the user has finished labeling the document, they navigate to the Upload to Agiloft page. While this page is used solely to re-sync the ACA with related records in the KB after values have been changed in the contract document in an AI-enabled use case, this page is used in place of the Analyze Document button to run the original sync between Word and the KB in a non-AI-enabled use case. To initially sync the company document in Word with the KB during a non-AI-enabled use case, simply click the Push to Agiloft button at the bottom of the Annotations page. 

The user now has an instance of the contract document uploaded to their KB, along with separate records for the clauses it contains. Unlike the AI use case, all the annotations have already been checked, since they were entered manually. However, if the user would like to change an annotation and then re-sync it with their KB, they would follow the same process as an AI-enabled use case:

  1. The user notices that the metadata about the Start Date is different than the one previously agreed upon. To fix this, the user would simply change the text in the contract document to the correct Start Date. While not critical, it is recommended to maintain the same date format. The Start Date annotation in the Annotations list changes as well. 
  2. The user also notices that there isn't a Termination clause in the 3rd-party document. The user clicks the menu icon on the top left corner of the ACA pane and selects Insert Library Clause from the menu.
  3. From the dropdown list on the Insert Library Clause page, the user selects Termination to populate the ACA pane with approved clauses from the KB's Clause Library table that have been given the Termination clause type.
  4. The user finds a logical point in the contract document to insert a Termination clause, and moves their text cursor to that locationThe user double-clicks the Termination clause they'd like to add to the document, and the ACA inserts the clause at the location of the text cursor.
  5. The user clicks the menu icon on the top left corner of the ACA and selects Upload to Agiloft from the menu.
  6. Under the Annotations to Sync section of the Upload to Agiloft page, there are three annotations listed: Introduction, Contract Start Date, and Termination. Contract Start Date is a metadata annotation that has been listed because it was recently edited directly by the user, Introduction is a clause annotation that has been listed because Contract Start Date is a piece of metadata within the Introduction clause, and Termination reflects the clause the user added to the document from the Insert Library Clause page.
  7. The user clicks Sync to Agiloft. This button re-syncs the changes made in the contract document with Agiloft: the record in the Contract Clause table for the Introduction clause is updated to contain the correct start date, the Start Date field in the Contract record is updated, and a new Contract Clause record is created for the Termination clause.

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