Adam Storch leads a demo on the Contract Navigator solution. Video transcription below.
Welcome to Contract Navigator
Hello and thank you for joining us! In this presentation, we’re talking about easily tagging documents and creating reusable components. It’s all about the MSI Contract Navigator.
Now you’re probably wondering if you should be watching this video. Well here’s a couple of questions to help you get to that answer:
- Do you need to quickly tag contracts for multi-page documents?
- Would the ability to reuse document components be important?
- Would automatically identifying document provisions be valuable?
Well if you answered ‘yes’ to these questions, it probably makes sense to watch this video. So, let’s get started! Here we are in the Alfresco Digital Workspace and of course our objective is to analyze, process, and tag a contract quickly and easily. So, let’s go to our file upload location, “drop zone” if you will, let’s drag a document into that.
Again documents can get into the “drop zone” a lot of different ways – drag-and-drop/manual like you see me doing right here or it could be dropped in there via a workflow process or an outside system or even an email. The bottom line – get to know our processing drop zone.
Now, close out of this and you’ll notice it never appeared. The reason for that is, of course, it went straight into the processing folder. So now it sits in here for a few moments and then from there it becomes available for us to review.
The amount of time to process the document, of course, depends on the size of the document. This is a pretty short document, so I took a few seconds to process. Documents of 200-300 pages take a minute or two. Again, all depends on size the document! Now once the document is processed, it gets dropped into the profiling folder. How would you know that?
Well, it could be event notification that automatically lets you know the document is done. It could be part about workflow process where a task arrives, or in this case, we just go to the folder and here’s our document.
Of course, I right-click on the document and go to the Contract Navigator option.
How to Use Contract Navigator
When I click on that, up pops the interface and of course in the center I see the actual contract. Down the left-hand side, I see the categories, provisions, parties, and attributes that were identified when the document was processed.
On the right-hand side, I see all of the metadata that is going to be available for searching in Alfresco. So, this is the metadata – it’s been assigned to this type of document and of course the metadata based on your solution. Now I want to do some quick tagging here, so we’ll go to Attributes and I’ll hit ‘currency.’ It’s going to show me that I found a currency piece using the upper right-hand corner here, one of one.
So, it found currency ‘124,’ so I’m going to simply grab my currency. When I highlight and let go, it pops up a list of that metadata fields available to tag. This is ‘contract value’ so I click on that and it signs the contract value. If I then want to go add some dates, I click ‘date.’ You’ll see some dates here. I can highlight this one – again same thing, pops up – this is my execution date. So, I simply hit execution date and you see it goes off and assigns that as well.
Now, there’s a number of them – three in this example – actually let’s go back to the top one up here. This is April 11th, which is my ‘effective date.’ So, I highlight this as April 11th, I hit ‘effective date.’ You’ll notice what happens – is it turns it into well, a useful date: ‘04112020’ and of course, you’ll notice also the ability to manually update these. Obviously, the objective is to highlight and tag quickly, but you can manually enter metadata if appropriate.
Now hit ‘save’ and I’ll go back to my document. If I go to ‘info,’ you’ll notice the document minute has been assigned. So, now I can search for this information in Alfresco. You’ll see the amount a couple of dates, down here, you’ll see the processing time – obviously you know, under a minute, seconds for these particularly sized documents. When I’m all done, of course, I’m just going to save and close but again, the data was saved during my Navigator experience.
Use Cases for Contract Navigator
I’m at my document here. I’m going to right-click, going to go to Contract Navigator again and of course, I see my contract. Now remember, all those provisions and all that stuff we saw when we did the metadata tagging, pretty slick there where we highlighted – just click it and boom, it’s tagged – in this example, let’s talk about reusing existing components in the document as well as getting comments on the components inside a document.
So, let’s look our warranties. From here, I can go off and see the warranty sections. You see there’s eight of them right now – one of eight is what I’m looking at. I’m going to highlight this section. When I highlight, it up pops that same screen you saw before, my text is appearing up here, but let’s focus on these two capabilities. So, ‘Save to Precedent Bank,’ I click on that and some metadata shows up to name it. So I enter ‘my disclaimer.’ All right, and of course, I can assign topics to this particular section and remember what am I doing? I’m assigning metadata to find this section later.
This is example of metadata that we usually do, but of course, based on your solution you can have additional metadata. And of course, the topics would be a list that you would control as well. But I want to be able to find this topic or they should say this ‘section’ later, okay, ‘my detailed description.’ So, from here I can go off and simply hit ‘save’ and it’ll save my component, but it not only will save this text as its own component in Alfresco with this method of researching, it’ll link it back to the parent document from where it came (and if those you curious about linking, remember our ADW video covers the idea of linking). But the key is, when I find this section later for reuse, I can also see where I got it from, all right?
Now another use case in the same vein of components, I’m going to highlight this section again, and now what I’m going to do is I’m going to go off and say, ‘Route for Comment.’ So, I highlight the section, hit ‘Route for Comment,’ now I’m able to take this section and send it to somebody for review. So, I can send it to Jason and say, ‘please take a look,’ and of course, based on your solution, we may have more information here, but when I hit this ‘send,’ it basically does the same thing in that, it makes this individual section its own content file, routes that around for review, in this case to Jason for his comments, and creates a link back to the parent document so Jason can either look at the individual section, provide his comments and thoughts, and if need be, he can see the document in total. In other words, all the sections wrapped around this particular section.
But again, easy to go off and either around for review, which is what I’m doing here, or go off and save a section for reuse later.
So what did you learn? Well, you learned you can quickly and easily tag your documents. You can easily store document components for reuse. And of course, getting feedback on individual documents is very simple. So, what are your next steps? Well, it’s time to reach out to Micro Strategies so we can help you like we help our other clients!