Transform Copilot forms include key account details such as Issued By, Administered By, and Payee, which must be accurately matched to existing CRM account records.
Ideally, this matching process would happen automatically. However, because matching solely based on account names is often unreliable due to duplicates, inconsistencies, or name variations, automatic matching is not feasible. To address this, Transform Copilot provides a manual matching capability. This ensures users can accurately link the form data to the correct CRM accounts, maintaining data quality and supporting efficient contract management workflows.
Contract Ingestion
Refer to the Transform Copilot User Guide for detailed instructions on ingesting a contract document using Transform Copilot.
When you ingest a contract document using the Transform Copilot Ingest option, important details like the Contract Number, Solicitation Number, Dates, Addresses, and Codes are automatically extracted and mapped to the right fields in a CRM Contract record.
Fields such as Issued By, Administered By, and Payee each represent an account and its location. Next to each account name, a unique code (CAGE Code or DODAAC) is provided for identification.
When the Create Contract button is clicked, a new contract record is created, and an automated process is triggered to search for matching site records using the unique codes extracted from the contract document, such as the Administered by, Issued by, and Payee. If matching site records are found, the system automatically creates a corresponding Contract Site record under the contract, links the contract to the appropriate site account, and maps the site details to the relevant fields within the contract.
Auto Matching of Mapped Codes
If matching site records are found, the system automatically creates a Contract Site record and links it to the contract.
To view the auto matched site details:
Login to your Microsoft Dynamics instance.
Navigate to Contracts and open the relevant Contract record.
The Agency Information fields are updated as per the auto match process.
NOTE
The auto-match process uses unique codes (CAGE code or DODAAC) to identify the correct accounts and automatically update the
corresponding CRM fields with accurate data.
If the Issued By code is detected, the Awarding Agency field is updated; if the Payee code is found, the Funding Agency field is updated; and if the Administered By code is detected, the Administrator Office field is updated.
Manual Matching of Unmapped Codes
If matching site records are not found during the automated process, you must manually match the extracted codes to the correct accounts in the CRM.
To manually match the unmatched codes:
Login to your Microsoft Dynamics instance.
Navigate to Contracts and open the relevant Contract record.
Click Click here to complete the process.
NOTE
This option is visible only when you have unmapped codes from the Transform Copilot ingested contract.
A list of all unmapped codes from the Transform Copilot ingested contract are displayed.
To map the unmapped codes, search for the account in the Search Account field.
If you do find the account, select the account from the list. The screen below shows an example where the Payee account name, IPP invoices, is available in the search results.
If the account is not found, you will need to create a new one.
NOTE
Create a new account only if the account is not listed in the Search Accounts results.
To create a new account:Click the Create New Account icon.
In the Quick Create window, enter the Account Name and Phone. Optionally, fill in other available details.
NOTE
The account's name and address are displayed in the Account Name field to enable easy copy-pasting of the address into the appropriate address fields. Before proceeding to the next step, ensure only the account name remains in the Account Name field and that all address information has been removed.
Click Save and Close.
The new account is created.
After adding the account, either by selecting from the search result or creating a new account, create a site by entering the address in the Street, City, State, and Zip Code fields.
Tip: You can copy and paste the account address from the information displayed in the Name and Address column.Notes:
The Create Site button is enabled by default for users with access to create accounts and sites.
It is recommended to create a site for the account, so that the next time this site appears in the form, it will automatically match.
Once all unmapped codes from the Transform Copilot ingested contract are mapped, click Save.
A confirmation message appears. Click OK.
The contract's Agency Information section is updated.