Custom contract types and data fields in AI Import

Getting on top of key dates and details is already effortless with AI Import. But imagine having the power to choose the data fields and contract types you want to search for.

You can now create custom data fields and contract types for AI Import to extract and save them for future use. 

• Create your new custom contract type:

• • 1. Add a custom contract type in the AI Import module.

• 2. Compose data fields to extract with AI Import from a set of defaults we provide, your company’s data and metadata fields, or create new fields from scratch.

• Create your new custom data fields:
  • 3. Describe each of your data fields to help AI Import find it in your contracts: 

• Upload your contracts and let our AI do the rest for you.

How can I use the new AI import feature?

AI Import is all about extracting relevant data fields from PDF contracts you upload. Whenever you import a batch of contracts with our AI Import, you need to specify what type of contract you upload so that our AI can search for the most relevant data fields only.

Which plans include the custom data fields?

You need to have one of the following plans to use custom contract types and data fields with your AI import feature:

• Centralize
• Foundation
• Growth
• Enterprise

What is a contract type?

• In essence, a contract type consists of a list of data fields the AI Import searches in your contracts. We provide a few generic contract types (i.e., Sales & Vendor, Employment, NDA, Lease, DPA) with predefined data fields to give you a headstart. 
• However, sometimes, you want to upload very specific contracts and extract data fields from them that fit into none of these predefined boxes. These might be contracts and data fields that are very specific to your company’s business. This is when custom contract types will be extremely helpful for you.
• Custom contract types allow you to define your own contract type and compose the data fields that AI should look for in your contracts. You can reuse existing data fields or create new ones from scratch by just describing them in your own words.

How to create a custom contract type

1. In the AI Import modal in the left sidebar, click on + Create a new contract type under "Custom contract types":
   
   
   
   
2. When you create a new contract type, you can start from one of the predefined contract types or create a new one from scratch. Pre-defined contract types will already have a few data fields added. In both cases, you can configure the data fields fully in the next step.
   
   
3. Give your contract type a descriptive name:
   1. You will be able to re-use it later on!
      

How to compose the data fields in your custom contract type

You will see an overview of all data fields currently added to your new custom contract type:

To add more data fields, click the + Add data field on the upper right-hand side.

This will automatically open a dropdown where you can:

1. Select predefined data fields from our predefined contract types.
2. Select data fields from your own company that are already used in your other custom contract types or your contract templates.
3. Create new data fields from scratch.

You can add up to 20 data fields to your custom contract type. Generally, adding fewer data fields will increase the quality of the final results.

How to create a new data field from scratch

For AI Import to extract a data field value from contracts you import, the data field needs to have three attributes, which you can set from here:

• Field name: A good name should be descriptive, ideally using the exact wording as in the contracts you expect to import. If the contracts you upload are not in English, you can use the native language.
• Field type:
  • Text can be applied to any data field. 
  • The number can be selected for amounts or percentages.
  • The date will work only for dates.
  • The checkbox can be used for booleans.
• Field description: The description is very important to get a good result because it gives our AI hints to identify your data field in the context of the files you upload. It is recommended to:
  • Describe what the data field means in the context of a single contract.
  • Use the same wording as you expect in the contracts you upload.
  • If you do not know what wording to expect, add common synonyms for the data field name:

All data fields you add to your contract type need a field description. If you are re-using a data field from your templates in AI Import, you need to add a field description at this point.

Here are a few examples of good data field names and descriptions:

• “Data controller contact person”; "The full name of the data controller's contact person that needs to be contacted in case of any data breaches."
• “Fee percentage”; "The percentage fee charged in the first year. Sometimes called commission percentage. Usually found in the pricing table."
• “Rent review date”; "The date on which the lessor can conduct a rent review and adjust the annual/monthly rent of the property. Usually found in Appendix A."

Disclaimer: Whether or not AI Import extracts relevant values from your contracts for the data fields you determine depends entirely on the quality of the data field name and description you provide. We want to encourage you to experiment with the data field name and description a bit to tweak the results you will get.

Reusing contract types and data fields

• You can reuse custom data fields across contract types.
• Beware that if you update the field description of a data field that is used in several contract types, this will update the field definition everywhere the field is used:

Save your custom contract type and do a test run

• When you are done configuring your custom contract type, hit “Save contract type.”
• You will see the contract type appears in your list of contract types for use in AI Import.
• Test your new contract type right away by selecting it and uploading a few of your contracts. If you realize that a data field is not found in your test runs, consider tweaking the field name and description.

Edit custom contract type and data fields

• The new AI functionality lets you edit the contract types you have already saved.
  • Click on the "Import with AI" button under your Contracts.
  • Scroll down until you find the custom contract type in the lefthand sidebar.
  • Click on the contract type you wish to revise and click on "Edit."
  • Now, you can add new data fields, delete existing ones, or rename the contract type. 

• • Click on "Save contract type" once you have configured the changes:

If you still need additional information or assistance, reach out to us anytime by contacting our Support Team.