Clauses

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.

Missing Clauses

Issue

Transform Copilot may miss clauses by reference, full-text, or Section G and H. They will not be identified in the document, and they will not be extracted.

Solution

The recommended solution is for the user to use the UI to identify and add missing clauses during ingestion. As the user reviews the document, the user can see which clauses are missing because they will not be identified, making it easy to ensure clauses can be added.

Clauses can be missing because they are presented in nonstandard formats, or the quality of the document is too low. Contracts can easily have more than 100 clauses, and even an extremely high rate of accuracy will wield some clauses that will not be found.

Duplicate Clauses Found

Issue

Transform Copilot will find two or more clauses that are similar or identical. That is, they have the same clause number.

Solution

A user can delete repeated clauses during ingestion or afterwards.

The identification of duplicate clauses is part of the standard workflow of contract review.

TechnoMile has created an algorithm to help reduce the number of completely identical clauses that enter the system. However, sometimes this happens because a clause actually is in the document twice with slightly different versions, either by reference, in full text, or both. This can be because a clause is listed in a table of contents and in the body of the contract. Or this can be because a clause is listed in the body of the contract more than once.

Part of Clause not Found

Issue

Revision Date, Text, or Alternate may not be extracted for clauses that are identified.

Solution

For clauses that have been identified with the correct number, but some other information is missing, the right approach to take depends on the type of clause that is in question. If the user wants to match against the library, because it is a standard clause, the user should click the match icon and find the correct match without first adding additional information manually. This will save considerable time. For clauses that are contract specific, the user should manually enter the missing information.

Pieces of information can be missing because they are presented in nonstandard formats or the quality of the document is too low. Contracts can easily have more than 100 clauses, and even an extremely high rate of accuracy will wield some parts of clauses that will not be found.

Clause Score Too Low

Issue

Some contracts will see many clauses with only scores of 25% or 50%. That’s because only one or two pieces of information matching against the clause library. This means a user must manually review the clause to ensure that it will match correctly, taking excessive time.

Solution

In most cases, these sincerely do require manual review. This score indicative of more scrutiny being warranted. In many cases, low scores are accurate. TechnoMile’s analysis of clauses indicates that many federal agencies are not accurately reprinting clauses by full text. That is the case with the second example above, which is in fact a class deviation not otherwise mentioned in the contract document.

However, in cases such as the first one above, ancillary information was added into the “Number”. Open a ticket with TechnoMile Customer Success, which can then discuss the issue with TechnoMile’s product team.

Alternate Clause not Matching

Issue

Whether or not the Alternate field is identified, it is not used in a match score.

Solution

As of TechnoMile’s 2024.3 release, the Alternate field is optional. It is not used in the match score. TechnoMile will consider adding this field in the future, as our accuracy in identifying this field increases.

For practical purposes, a user will want to validate any clause that is auto-matched that is an Alternate. In the example above, it is almost certain that the base clause, and not the alternate, will be auto-matched.

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