Contract Header (Form)

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.

Basic Contract Information Not Extracted

Issue

Some important contract information may not be extracted from document header, and fields will be blank in the screen.

Solution

Enter the information manually in the system and file a ticket with CS to request that the individual file be reviewed by TechnoMile’s product team.

There are many reasons why not all basic information will be extracted:

Some pieces of information on a standard contract form are not readable; for example, dates may have “See schedule” written in the field.
Document quality may be especially poor, and optical character recognition will not work.
What is believed to be a contract document may instead be a pre-award document, meaning it will not contain information such as contract number, order number, or award date.

Furthermore, some forms have less information than others, and nonstandard forms will have less information than that. In those cases, the fields will not be available in the contract header section, or the fields will be blank

It is also possible that resubmitting the document may get a better result, due to the nature of AI.

Location Boxes in Document Missing/Black/Not Highlighted

Issue
Sometimes when submitting a document to Transform Copilot, the results do not immediately show the location boxes for where information was taken from.

Solution

This is almost always a temporary issue. Please click Next and then Previous, and the boxes should appear.

Incorrect Set-Aside, Competition, or Solicitation Type

Issue

The automatic selection of set-aside, competition, or solicitation type does not match what is in the document.

Solution

Manually alter that the selection is correct. This can happen because the form is read incorrectly, the marking on the document is unclear, or the option set that is available does not match. Open a ticket with TechnoMile Customer Success for the TechnoMile product team to review.

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