Ingest Contracts User Guide

Change Summary

Overview

This guide provides step-by-step instructions on how to utilize TechnoMile’s Transform Copilot feature, an ElevateAI-powered tool designed for seamless Contract ingestion within Salesforce. Transform Copilot offers an efficient workflow to upload, analyze, and organize Contract data directly into the TechnoMile Contracts system. Follow these instructions to streamline Contract document management and data extraction processes. If you have any questions, reach out to your Administrator or contact us at support@technomile.com.

Audience

• Contracts Suite Users

Prerequisites

• Ensure that Contracts Suite - Sales Cloud Edition is already installed and configured. The version of this package must be 25.24.13 or higher.

Workflows

Transform Copilot offers three main workflows:

• Upload a New Contract Award Document

• View Status of Uploaded Documents

• End-to-End Contract Ingestion Process

Upload New Contract Document

1. Navigate to your Our Contracts tab in Salesforce, which may be labeled as TechnoMile Contracts or similar based on your organization’s settings.
   

2. Click Ingest Contract (Transform Copilot). 
   

3. Drag-and-drop a PDF file or browse your system to select and upload a PDF file.

   NOTE

   Transform Copilot supports a variety of prime Contract Award form types including SF33, SF1449, SF26, DD1155, and OF347. However, it can also handle other Contract Awards including other prime Contract Award forms as well as purchase orders to other prime Contractors.

4. Click Submit to initiate the ingestion process.
   Once your document is uploaded successfully, you will receive an email confirming the same.

Check Job Status

Access Transform Copilot Jobs Tab

This tab displays all uploaded jobs, with the latest submission listed first.

Refresh to View Updates

The job status reflects real-time updates, indicating when the extraction is complete or where it is in the processing queue. Transform Copilot jobs typically take 20 to 25 minutes for a 150 page Contract Award. The time may vary depending on many factors including the number of jobs submitted concurrently and the length of the Contract Award document.

Review and Extract Data

Upon submission, the Transform Copilot initiates an AI-driven extraction process. Follow the steps below to review and validate the data.

Open Wizard

1. In Transform Copilot Jobs, click Open Wizard for the document that you want to ingest contents from.
   

2. There are four stages of ingestion: Contract Header Details, Periods of Performance (POPs), CLIN/SLINs, and Contract Clauses.

3. The document appears on the left side with extracted data from the form highlighted. The purpose of the highlighting is to confirm the data that has been extracted and easily identify information that has not been extracted.

4. On the right side, you will see the extracted data fields.
   

Contract Header Details

1. Fields including Contract Number and Solicitation Number, Dates, Addresses, and Codes are extracted and mapped to appropriate fields on a TechnoMile Contract record.

2. You can modify the data as necessary. By default, Contract Name is inputted with Contract Number.

3. After modifying a field, you can click the x icon in a field and the original information extracted will be restored.

4. By clicking the triple dot icon, you can see which object and field the information is extracted to in TechnoMile Contracts.

5. Click Create Contract to proceed to POP extraction. This creates a Contract record in TechnoMile Contracts.
   

POP

1. POPs are created via extraction from the document.

2. Add or modify auto-populated data such as Dates, insert additional periods if omitted, and remove any unnecessary entries.

3. You must enter Start and End Dates prior to proceeding further.

4. You can filter your view using Search by Period Name for specific POPs.

5. Click Create POP(s) to proceed to CLIN/SLINs extraction. This adds POPs to the appropriate Contract record in TechnoMile Contracts.
   

6. You can also click Skip above to omit both POPs and CLIN/SLINs ingestion and go directly to Contract Clauses ingestion. Thereafter, a confirmation message will display.

7. Click OK.
   

8. You can also click Save as Draft to save your progress in the Wizard.

9. To proceed with the Save as Draft action, click OK.
   

Save as Draft

The Save as Draft option is available in the POPs, CLIN/SLINs, and Contract Clauses stages of the Wizard. Once you have saved as draft, you can get back to the Wizard in two ways: either click Open Wizard on the Transform Copilot Jobs tab or use the link in the email that you received after your document upload was completed.

IMPORTANT

Save as Draft only holds your place in the Wizard and returns to the last screen you were on. It does not save any manual changes done in that particular stage (POPs, in this case). If you want to save these changes, it is recommended that you first click Create POP(s) to ingest the changes into your CRM and then click Save as Draft in the next stage (CLIN/SLINs, in this case), to preserve your progress in the Wizard.

CLIN/SLINs

1. Validate each extracted CLIN/SLIN against document data for accuracy. The model attempts to extract the CLIN Number tied to the appropriate Period.

2. Transform Copilot’s smart ingestion attempts to interpret any 6 digit line item number as a SLIN, and search for a 4 digit CLIN with the same first 4 digits. If it finds such a CLIN, the 6 digit line item becomes a SLIN and the 4 digit CLIN is recognized as its Parent CLIN. If it cannot find such a CLIN, then the 6 digit line item is extracted as a CLIN.

3. You can add any CLIN/SLIN missed and can delete any false positive extractions.

4. You can filter your view using Search by CLIN/SLIN Number for specific CLIN/SLINs.

5. You can mark a CLIN/SLIN as not separately priced by switching the NSP toggle ON, which will set the Unit Price, Obligated Amount, and Funded Amount fields to 0.

6. Count on a CLIN/SLIN indicates the number of times it was found in the document and Page indicates the page number of where it was found in the document.

7. Click Create CLINs to proceed to Contract Clauses extraction. This adds CLIN/SLINs to the appropriate Contract record in TechnoMile Contracts.
   

8. You can also click Skip above to omit CLIN/SLINs ingestion and go directly to Contract Clauses ingestion.

9. You can also click Save as Draft to save your progress in the Wizard. For more information on how Save as Draft works, see Save as Draft.

Contract Clauses

1. You can visually see which Clauses were matched and which were missed by AI.

2. Clauses extracted from the document are matched against all the Clauses in your Clause Library, including Clauses managed by your organization as well as the FAR, DFARS, and 28 Agency-specific Clauses provided by TechnoMile.

3. Transform Copilot uses the Numbers, Titles, Dates, and Text of the Clauses, assigning 25 percent for each part of a Clause matched. Note that data from the Text field will go into the Full Text Description field of a Clause record.

4. By default, Clauses where Number and Revision Date match exactly and only one matching record exists are replaced by matching Library Clauses. Clauses where multiple matching records exist or with no matching Number and Revision Date pair are not replaced by matching Library Clauses.

5. You can add any Clause missed and can delete any false positive extractions.

6. You can filter your view using Search by Clause Number or Revision Date for specific Clauses.

7. Count on a Clause indicates the number of times it was found in the document and Page indicates the page number of where it was found in the document.

8. You can also rearrange the Clauses in this view by using the upward and downward arrow icons.

9. Click Insert Clauses to complete Contract Awards ingestion. This adds Contract Clauses and Contract Specific Clauses to the appropriate Contract record in TechnoMile Contracts.
   

10. You can also click Skip above to omit Contract Clauses ingestion and go directly to the newly created Contract record.

    NOTE

    You cannot return to the Wizard, once you click Skip on the Contract Clauses ingestion screen.

11. You can also click Save as Draft to save your progress in the Wizard. For more information on how Save as Draft works, see Save as Draft.

    NOTE
    Once you have moved past the Contract Header Details ingestion stage, the Back button lets you return to the prior step. While you can go back, you can only add new records (such as POPs or CLIN/SLINs) however, you will not be able to change records that have already been ingested.

Copy and Paste from PDF

On the IPS view on the left side of the Wizard, you can:

• Zoom into and zoom out of the screen

• Navigate between pages using pagination controls

• Open the contents as a PDF

IMPORTANT

• The Open PDF option is available to address limitations in editing/accessing data from the IPS view.

• The appearance and capabilities available in the IPS view can vary between browsers.

For example, the finder on the Edge browser lets you search for specific text from the PDF and helps you identify it on the right side view. This capability is however, not available on the Chrome browser.

To copy/paste information:

1. Navigate to a specific page in the IPS view.

2. Click Open PDF.
   The same page opens in the PDF view.

3. Click the finder icon.
   The browser search opens.

4. Copy a value from the PDF and search for it for example, the CODE highlighted below. The value on the right side is highlighted as part of the search.
   The copy/paste approach can also be very useful when creating new records based on existing information.

   NOTE

   You can copy/paste from the PDF view into the Contract Header Details, POPs, CLIN/SLINs, and Contract Clauses stages of this Wizard. The following steps illustrate copy/paste for the Contract Clauses stage.

5. Go to a specific page in the Contract Clauses stage of the Wizard where Contract Clauses are available and click Open PDF.
   

6. Click Add Clause.

7. Copy the fields from the PDF view into the right side as shown below.
   

8. Modify required fields and click Insert Clauses.
   

View Ingested Contract Record and Contract Summary

Once you click Insert Clauses the Transform Copilot ingestion is complete and you are directed to the Contract record that was created.

1. The completed Contract includes the Contract Header Details, all POPs, CLIN/SLINs, and Contract Clauses.

2. Note that your organization’s rules may require additional fields to be entered before a Contract record can be saved.

3. Click to expand the Mod Summary section.
   
   Notes:

   • The Mod Summary section also overlays the main page and displays information without requiring navigation away from the current page.

   • The Mod Summary section is always visible on Mod 0, but is only visible as an overlay on the Contract when Mod 0 is Open or Awaiting Approval.
     In this section, you can view the following Contract related information:

     • Summary

     • Ingested Form Data

     • POP

     • CLIN/SLINs

     • Clauses

     • Other Changes

     • Risk
       You can also view the Mod Summary section by navigating to the Mod 0 record page from the Mod tab.

       NOTE

       The Clauses tab includes a separate table for Key Clauses. The system scans the document for clause numbers that match those marked as Key Clauses in your clause library (CRM environment) and lists them in this table. If no matches are found, the table will display a message indicating that no key clauses were found.

        

4. Go to the Mod tab and open the Mod 0 record.
   Mod 0 record page opens with the following tabs displayed.
   

Conclusion

Transform Copilot offers a streamlined solution for Contract ingestion, minimizing manual data entry and ensuring that critical Contract details are accurately captured and organized. This guide provides the essential steps to maximize efficiency when processing and validating Contract data, enhancing record accuracy and accessibility.

For further assistance, contact TechnoMile Support.

For more information on Transform Copilot, refer to Transform Copilot - User Guides.