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 happens 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, Payee, and Ship To 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 Issue Code, Pay Code, and Facility Code. 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, links it to the contract, and fills in the site details.
To view the auto matched site details:
Login to your Salesforce instance.
Navigate to Contracts and open the relevant Contract record.
Go to Details > Client & Prime Info.
The Client Information, Prime Information, and Contract Sites 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.
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 Salesforce 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 Administered by account name, US Dept of Homeland Security Office of Procurement, 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.
The record type is by default set to Federal (Hierarchy of Federal Agencies). Click Next to continue.
Enter the Account Name. Optionally, fill in other available details, then click Save.
TIP
You can copy and paste the account’s name and address from the information displayed at the top of the screen.
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.
The contract's Client & Prime info section is updated.