Transform Copilot Ingest Solicitation User Guide

Transform Copilot for Pre-Award streamlines the process of importing and extracting data from solicitation documents, reducing manual data entry and ensuring consistency across pre-award and post-award workflows. The tool provides an intuitive interface for uploading solicitation files, reviewing extracted information, and creating Solicitation records.

Audience

• Pre-award Users

Prerequisites

• Ensure that TechnoMile's Contracts Suite is already installed and configured. The version of this package must be 2026.1 or higher.

Upload Solicitation Document

To upload a new Solicitation document:

1. In Microsoft Dynamics instance, go to Solicitations.
   

2. Click Ingest Solicitation (TC).
   

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

4. Click Submit to initiate the ingestion process.
   

5. A confirmation message appears.
   You will receive an email confirmation, indicating that the ingest process has started.
   

6. You will receive another email once the extraction and validation process is completed. Click the Review button in the email. The Solicitation Header Details page opens. 
   

7. You can also access this page by navigating to the Transform Copilot Jobs tab and clicking Open Wizard.
   

Review and Create a Solicitation Record

Once you upload the Solicitation file, Transform Copilot initiates an AI-driven extraction process. Follow the sections below to review and validate the extracted data.

Solicitation Header Details

To review and validate the extracted Solicitation header detail:

1. Click the Review button in the email.
   The Solicitation Header Details page opens.

2. Review and update the Solicitation Header Details.
   The Solicitation Header Details consist of several key components for Solicitation review and validation:

   • On the left panel, the document preview displays the document being processed, with AI-extracted fields highlighted in different colors. The purpose of highlighting is to confirm the data that has been extracted, and to easily identify information that has not been extracted.

   • You can zoom, reset zoom, navigate to the 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.

   • Click the back arrow () to expand the right panel to full view.
     

   • Update the fields as required.
     The following table lists the fields and their descriptions:

     Field	Description
     Solicitation Number	Unique identifier assigned to the solicitation.
     Date Issued	Date the solicitation was officially released by the issuing agency.
     Return By (Date, Time, and Time zone)	The deadline for submitting a response to the solicitation. Includes the response date, time (converted to 24-hour format), and applicable time zone.  NOTE By default, the time zone is set to Eastern Time. Review and update the time zone if the solicitation deadline applies to a different region.
     Contract Number	Contract reference number if mentioned in the solicitation. Typically blank for pre-award records.
     Purchase Order Number	Purchase order number associated with the solicitation, if provided.
     DPAS Rating	Indicates the Defense Priorities and Allocations System (DPAS) rating, if provided.
     Type of Solicitation	Identifies the solicitation type, such as Negotiated (RFP), Sealed Bid (IFB), or Request for Quotation (RFQ).
     For Information Call	Contact details (email or phone) for solicitation-related inquiries.
     Address Offer To Code	Code identifying the office or system designated to receive the offer. May be blank if not specified in the solicitation.
     Address Offer To	The address or office to which the solicitation response must be submitted.
     Issue Code	Internal government code associated with the solicitation. Optional and may be blank.
     Issued By	The government agency or office that issued the solicitation typically includes the organization's name and address.
     Discount for Prompt Payment Terms	Indicates any discount offered for early payment, if applicable.

3. Once you have reviewed and updated all required fields, click Create Solicitation to complete the ingestion process. This action creates a solicitation record.
   

POP

The system identifies and extracts periods of performance (POPs), including start and end dates if available. Review and update the extracted POP details as required.

POP Status Indicators

These counters update in real time as changes are made.

• POP Extracted: Displays the total number of POPs automatically extracted from the document.

• POP Added: Shows the number of POPs that have been manually added.

• POP Modified: Indicates how many extracted POPs have been edited.
  

Add Period

Click Add Period to manually create a new POP if it is missing from the extracted data. Enter the Period Name, Start Date, and End Date.

Filter

Click the filter icon to view the Search Period Name field. This option allows you to locate the required POP by its name.

Action Buttons

Use the following action buttons to navigate, save progress, or proceed with creating POP records based on your review:

• Back: Returns you to the previous step without saving any changes made on the current screen.

• Skip: Skips both the POP and CLIN/SLIN creation steps and moves you to the Clauses creation step. Use this option if POP details are not required at the moment. This avoids redundancies in data and duplicate record creation. Click OK on the confirmation message.
  

• Create POP(s): Saves the reviewed, added, or modified POP and creates the POP records in the system. Select this option to proceed after confirming all POPs details are correct.

• Save as Draft: Saves your current progress without creating POPs records, allowing you to return and complete this step later.

CLIN/SLIN

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.

Validate each extracted CLIN/SLIN against document data for accuracy. The model attempts to extract the CLIN Number tied to the appropriate Period. You can add any missed CLIN/SLIN and delete any false positive extractions.

CLIN/SLINs Status Indicators

These counters update in real time as changes are made.

• CLIN/SLINs Extracted: Displays the total number of CLIN/SLINs automatically extracted from the document.

• CLIN/SLINs Added: Shows the number of CLIN/SLINs that have been manually added.

• CLIN/SLINs Modified: Indicates how many extracted CLIN/SLINs have been edited.
  

Filter

Click the filter icon to view the Search CLIN/SLIN Number field. This option allows you to locate the required CLIN/SLINs by its number.

CLIN/SLINs Card Details

Each CLIN/SLIN card displays the extracted CLIN/SLIN details and provides controls to review, edit, and manage the CLIN/SLIN before insertion.

The following table lists the fields and their descriptions:

Add CLIN/SLINs

Click Add CLIN/SLIN to manually create a new CLIN or SLIN if it is missing from the extracted data. Select whether the line item is a CLIN or SLIN and enter the required details.

Action Buttons

Use the following action buttons to navigate, save progress, or proceed with creating CLIN/SLINs records based on your review:

• Back: Returns you to the previous step without saving any changes made on the current screen.

• Ingest CLIN: Saves the reviewed, added, or modified CLIN/SLINs and creates the CLIN/SLINs records in the system. Select this option to proceed after confirming all CLIN/SLINs details are correct.

• Save as Draft: Saves your current progress without creating CLIN/SLIN records, allowing you to return and complete this step later. 

Clauses

The system identifies and extracts Clauses. Transform Copilot evaluates each clause using its Number, Title, Date,and Text assigning 25% weight to each matched element to determine overall clause accuracy.

The right panel displays AI-extracted Clause details and allows you to review, validate, and manage each Clause before insertion.

Clauses Status Indicators

These counters update in real time as changes are made.

• Clauses Extracted: Displays the total number of Clauses automatically extracted from the document.

• Clauses Added: Shows the number of clauses that have been manually added.

• Clauses Modified: Indicates how many extracted Clauses have been edited.
  

Clause Card Details

Each Clause card displays the extracted Clause details and provides controls to review, edit, and manage the Clause before insertion.

The following table lists the fields and their descriptions:

Add Clause

Click Add Clause to manually create a new Clause if it is missing from the extracted data. Enter the Number, Revision Date, Title, and Text.

Filter

Click the filter icon to view the Search Clause Number and Search Revision Date fields. This search option allows you to locate the required clause by its number and revision date.

Action Buttons

Use the following action buttons to navigate, save progress, or proceed with creating Clause records based on your review:

• Back: Returns you to the previous step without saving any changes made on the current screen.

• Skip: Skips the Clause creation step and proceeds to create a Solicitation record. Use this option if Clause details are not required at the moment. Click OK on the confirmation message.
  

• Insert Clauses: Saves the reviewed, added, or modified Clauses and inserts the clause records into the system. Select this option to proceed after confirming all Clause details are correct.

• Save as Draft: Saves your current progress without creating Clause records, allowing you to return and complete this step later.

Save as Draft

The Save as Draft option is available in the POPs, CLIN/SLINs, and Clauses stages of the wizard.  When you click Save as Draft, only completed ingestion steps are saved. Any manual changes made on the current page will not be saved or ingested into the Solicitation.

If you have updates on your current page that you want to keep, complete the step by selecting the create option to ingest the changes into your CRM and then click Save as Draft on the next screen to preserve your progress in the wizard.

Copy and Paste from PDF

You can copy and paste content from the PDF view into the Solicitation Header Details, POPs, CLIN/SLINs, and Clauses stages of the Wizard. 

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 left view.

• The appearance and capabilities available in the left 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 left 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 Solicitation Number 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 Solicitation Header Details, POPs, CLIN/SLINs, and Clauses stages of this Wizard. The following steps illustrate copy/paste for the Clauses stage.

5. Go to a specific page in the Clauses stage of the Wizard where 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 Solicitation Record and AI Summary

Once you complete the wizard you are redirected to the newly created Solicitation record.

To view the AI Summary of the new Solicitation record:

1. On the Solicitation record page, click the AI Summary section to expand it.

   NOTE

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

   In this section, you can view the following Solicitation related information:

   • Summary

   • Ingested Form Data

   • POP

   • CLIN/SLINs

   • Clauses

   • Other Changes

   • Risk
     

     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 displays a message indicating that no key clauses were found.

     

2. Go to the related Solicitation Amendments and open the Amendment record.
   The amendment record page opens with the following tabs displayed.
   

Related Documents

• Pre-Award on Salesforce - Transform Copilot Update Solicitation User Guide

• Pre-Award on Salesforce - Transform Copilot Ingest Amendment User Guide