SmartExtract Overview

intelligentcontract allows Users to create new records using the SmartExtract feature.

Below is a brief overview of the new SmartExtract feature.  For more detailed guidance, refer to the articles within the SmartExtract section.

Activate Smart Extract

If you wish to use SmartExtract then please contact the helpdesk and we will activate in your account.  Once activated you will be able to see the plugin in the Manage Plugins screen.

Once SmartExtract is installed, Admin Users will be able to create a series of SmartExtract Templates.

Navigate to: Configuration => Templates => SmartExtract Templates

SmartExtract Templates

SmartExtract Templates are currently only available for creating new Contract records but future development will allow for the creation of other entities such as People, Parties etc

This first step of SmartExtract is to suggest the Type of Contract that is to be created.  Once the Type is confirmed then it will then look at the values for that Type so it knows what fields are to be extract.  

Additional context can be provided to enable SmartExtract to suggest a valid Type value.

The template will contain a Type field, and will display a list of all the available Contract Types in your account.

When a Type is selected, the screen will display the corresponding fields according to the Type's Form layout.

The User can specify the fields that should extracted for that Type by ticking the fields checkbox.

Use the 'Edit context' option for each field to add specific context to improve the accuracy of suggestions for the field.  

By default the fields 'Name' will display but this context can be adjusted if required.

Documents for SmartExtract

Create a new Folder in the Shared Area of the Library

A document can be uploaded to this folder or a sub folder can be created and documents added. 

If triggering SmartExtract via the Library then only documents uploaded to a folder in the Shared Area can be processed.

Triggering SmartExtract

There are two places where you can trigger the SmartExtract process:

The Library

Here you can use the [...] icon next to your chosen document and select the 'SmartExtract' option

You will be presented with a pop up screen to begin the extraction process

The Contract Summary screen

Here you can use the [New] drop down to select the New [Smart Extract] option.

You will be presented with a pop up screen to to add a document and begin the extraction process.  

Processing Smart Extraction

Once the Smart Extract process begins the initial decision is to confirm the Type of Contract record to be created.

The Smart Extract wizard will display with a suggested Contract Type value, with a confidence score and reasoning.  

The Type value can be adjusted if required to another value if the suggestion is incorrect.

Once the Type has been confirmed and accepted then SmartExtract will process the entire document.

Once complete, the Smart Extract Wizard will appear again presenting suggested values, confidence score and reasoning for each extracted field.

The User progresses through the Wizard reviewing the suggested values.  The suggested values can be accepted or can be adjusted/overwritten then accepted if the suggestion is incorrect or needs amending.

Please note that there may be multiple suggestions for the same field.  You can review each suggestion before accepting the appropriate value. 

Once each field has been accepted then the Wizard will complete and turn green.  It can then be closed and the User can press [Save].

This will then create a new Contract record with all the accepted values in place and a copy of the document attached in the Document tab (if specified at the start of the process).

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