Overview
This guide will help you identify and mitigate the most common issues raised by users of Transform Copilot, to help you get the most out of the product. The guide supplements the Transform Copilot Training Video, as well as the Transform Copilot User Guide, available for both Salesforce-based and Microsoft Dynamics-based versions of the TechnoMile Contracts Suite.
Transform Copilot greatly reduces the amount of time that it takes Contract Managers to extract the information from a contract document into TechnoMile’s Contracts Suite. The information presented to the user by Transform Copilot includes top-level contract information such as contract number and award date, Periods of Performance, CLINs/SLINs, and Clause information.
Transform Copilot uses a fine-tuned Generative Artificial Intelligence (Gen AI) model and algorithms to identify and infer critical data elements and present them to the user for validation in a simple user interface.
Yet because AI technology is never going to be perfect, Transform Copilot will never be 100% accurate. Even if it were perfect, contracts come in formats never before seen, or a contract may not even contain all the information a user expects, or a contract may be of very poor quality.
Either way, that is why Transform Copilot is a copilot -- you, as the user, are given the ability to review and adjust details before you create a contract record.
The FAQ is organized by stage of the workflow – with Section 1 about submitting a job, Sections 2 through 5 about each stage of ingestion, Section 6 about overall UI concerns, and finally Section 7 about creating a record after extraction.
As always, if you have questions about any TechnoMile product, open a ticket with TechnoMile’s Customer Success team, and we can reach out to help address the concern.
Transform Copilot Buttons or Job Details Screen Appear Blank or Show a Connection Error
Issue
In Salesforce, the Transform Copilot buttons and Job Details screen may display an error icon. When you hover over the blank area, an error message appears stating that your 'domain name' refused to connect, as shown in the image below.
In Microsoft Dynamics, the screen may appear blank. This typically occurs when third-party cookies are disabled. The issue is common in restricted environments, such as when using a browser’s Incognito mode.
Solution
Ensure that third-party cookies are enabled for the user. Click here for instructions to enable and disable third-party cookies in Chrome. Click here for instructions to enable and disable third-party cookies in Edge. Click here for instructions to enable and disable third-party cookies in Firefox.
Uploaded Document Not in Job Queue
Issue
After submitting a document, a user may receive a success message, but the uploaded document will not be in the job details page queue, and the user will not receive an email.
Solution
Open a ticket with TechnoMile Customer Success to increase the limit on the number of pages that can be submitted. This error is almost certainly due to all users at a company having collectively reached the contractual limit on the number of pages that users at a company can process through Transform Copilot.
Document Status: “Failed”
Issue
A document submitted by a user may fail to process and display an error message on the Job Details page. This makes it impossible for the user to open the wizard, and no data can be extracted.
Solution
Review the document to ensure that it:
- Contains a single version of a valid contract
- Is not encrypted
- Does not exceed 3000 pages
- Does not exceed a file size of 500MB
Note that resubmitting the same document again will likely not resolve this issue. The file length and size limits are guidelines. It is possible to meet these guidelines, and still encounter document processing failures. That is because the actual technical limitation is the “token size” – a measure of the amount of information in the file processed by, and the results generated by the AI. If the document fails even though it meets all the criteria above, open a ticket with TechnoMile Customer Success, which can then discuss the issue with TechnoMile’s product team.
Document Takes Too Long to Extract
Issue
After submitting a document, the processing exceeds a normal timeframe (>30 minutes for standard documents).
Solution
Review the document to ensure that it:
- Contains a single version of a valid contract
- Is not encrypted
- Does not exceed 3000 pages
- Does not exceed a file size of 500MB
Note that resubmitting the same document file again will likely not resolve this issue. The file length and size limits are guidelines. The actual technical limitation is the “token size” – a measure of the amount of information in the file processed by, and the results generated by the AI. If the document takes an excessive amount of time even though it meets all the criteria above, open a ticket with TechnoMile Customer Success, which can then discuss the issue with TechnoMile’s product team.
Old Documents Disappear/Will Not Extract
Issue
Documents that were submitted for ingestion are no longer accessible or fail to extract when “Open Wizard” is clicked on the Job Details screen.
Solution
There are two possible solutions:
- This is expected behavior to ensure security. TechnoMile does not permanently retain extracted information. Documents are removed after 24 hours, and links to those documents will produce an error such as “Document not available.”
- Changes made to a field in TechnoMile contracts may in some cases cause a field mapping error, generating this error. Open a case with the TechnoMile CS team to request an update of the field mapping configuration. The CS team will assist in resolving the issue and ensuring that the document is available for processing.
“Ingest Contract (Transform Copilot)” Button Not Visible
Issue
There is no “Ingest Contract (Transform Copilot)” in Contracts Suite. In the Contract menu, there should be a button labelled “Ingest Contract (Transform Copilot).” If this button is missing, there is no way to kick off Transform Copilot from this screen.
Solution
Transform Copilot was not properly configured, or the configuration has been changed. Open a case with the TechnoMile CS team to request a review. The CS team will assist in resolving the issue and ensuring that the button is available for processing.
No Email Notifications After Document Submission
Issue
After submitting a document to Transform Copilot, a user can see the job in the Job Details list, but the user does not receive an email that a document has been submitted, or that a document has been processed.
Solution
Transform Copilot configuration needs to be reviewed. Open a case with the TechnoMile CS team to request a review. Please include a list of users that are affected, and the date that this issue began. The CS team will assist in resolving the issue and help ensure that the emails flow. Meanwhile, a user can continue to monitor and process jobs using the Job Details screen.
Unable to Drag-and-Drop Files
Issue
When trying to drag a file from an Explorer window into File Upload, the file will not upload.
Solution
To upload a file when drag and drop will not function, click Browse Files and select a file. A user could try to restart a browser, or Windows. The issue is almost always intermittent. If the issue persists, open a ticket with TechnoMile Customer Success, who will report the issue to the TechnoMile product team.
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