Update Contracts User Guide

Change Summary

Overview

Transform Copilot is a powerful tool that surpasses the legacy Intelligent Contract Ingestion (ICI) with advanced capabilities. It significantly speeds up Contract setup time by streamlining the intake of federal Contracts, Subcontracts, and Purchase Orders.

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.

Using the Update Contract (TC) Button

The Update Contract (TC) option allows users to efficiently update existing Contract details using the Transform Copilot extracted data. To update a Contract:

1. Navigate to Our Contracts and open a Contract record.

2. Click Update Contract (TC).

   NOTE

   The Update Contract (TC) button is visible only when a Contract is in the Draft or Review Status.

   

   NOTE

   If you attempt to update a Contract record where Periods of Performance (POPs), CLIN/SLINs, or Contract Clauses are already set up, a message will display. This restriction is in place to prevent duplicates.

3. Click Next.
   

4. Drag-and-drop an update Contract document (PDF file) into the File Upload window or click Browse Files to select a document.

5. Click Submit.
   A confirmation message displays.
   An email confirmation is also sent to the user, indicating that the ingest process has started, followed by another email once the extraction and validation process is completed.

6. You can check the Job Processing Status on the Transform Copilot Jobs tab. Note that once a document is successfully processed, its Status displays as Finished.

7. Click Open Wizard to view the updated Contract details.
   

Update Contract Details

Contract Header Details

The Contract Header Details consist of several key components for Contract review and validation.
On the left panel, the Document Preview displays the Contract being processed, with AI-extracted fields highlighted in different colors. You can zoom, reset zoom, navigate to first and last pages, jump to a specific page by entering its number, or open the PDF for a full view.

On the right panel, the Fields Extracted and Fields Modified indicate the total number of fields identified by AI and how many fields have changed based on AI extraction, respectively. The Old Value verses New Value comparison shows the previously recorded Contract details (Old Value) and the AI-extracted data for review (New Value). The Override checkbox in the far-right column allows you to replace Old Values with New Values when corrections are needed.

NOTE

By default, blank Old Value fields are pre-selected for override if a corresponding New Value is available.

1. Click Update Contract to save the reviewed/updated Contract Header Details and link it to the Contract record.

POP

Update POPs by adjusting its dates, adding missing periods, and removing unnecessary entries. In most cases, all Start and End Dates for POPs are auto-populated. You can filter your view using Search by Period Name for specific POPs. However prior to proceeding further, ensure that you enter Start and End Dates for POP dates that are blank.

1. Click Create POP(s) to finalize the POPs and link it to the Contract record.

   IMPORTANT
   You must be cautious during updates as your CRM data is not visible in the Wizard.

2. Alternatively, you can click Skip above to omit both POPs and CLIN/SLINs updates and go directly to Contract Clauses updates. This avoids redundancies in data and duplicate record creation, if related data is already present in the CRM. Thereafter, a confirmation message will display.

3. Click OK.
   

4. You can also click Save as Draft to save your progress in the Wizard. This will then display a confirmation message, 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

Update CLIN/SLINs by adding missing entries and removing incorrect entries. Note that POPs are auto-assigned to CLINs. 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. You can filter your view using Search by CLIN/SLIN Number for specific CLIN/SLINs. 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.

1. Click Create CLINs to proceed to Contract Clauses extraction.

   IMPORTANT

   You must be cautious during updates as your CRM data is not visible in the Wizard.

2. Alternatively, you can click Skip above to omit CLIN/SLINs updates and go directly to Contract Clauses updates. This avoids redundancies in data and duplicate record creation, if related data is already present in the CRM.

3. 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

Update Contract Clauses by adding missed Clauses or removing incorrect ones. Note that data from the  Text field here will go into the Full Text Description field of a Clause record. You can filter your view by Search - Clause Number or Revision Date for specific Clauses. 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.
You can also rearrange the Clauses in this view by using the upward and downward arrow icons. 

1. Click Insert Clauses to finalize Clauses ingestion and update the Contract record.

   IMPORTANT

   You must be cautious during updates as your CRM data is not visible in the Wizard.

2. Alternatively, you can click Skip above to omit Contract Clauses updates and go directly to the updated Contract record. This avoids redundancies in data and duplicate record creation, if related data is already present in the CRM.

   NOTE

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

3. 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 update 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 updated.

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 and 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 on the right side.

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

8. Modify required fields and click Insert Clauses.
   

View Mod Summary on Contracts and Modifications

This topic highlights how you can view the Mod Summary sections on an activated Contract or Modification record page.

1. Go to a Contract record page using App Launcher.

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

   • The Mod Summary section is visible only when a Mod 0 already exists on the Contract record. If created later, then the Mod Summary section is also only subsequently visible.

   • 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 and Mod 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.

       

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

Related Documents

Transform Copilot User Guides