COBBLESTONE SOFTWARE

Contract Insight — User Guide

Bulk Text Extraction and File Migration Tool

03. Admin User Manual › VISDOM & Risk Management › Bulk Text Extraction and File Migration Tool

Note: Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Custom fields are configurable, so the exact field list on a contract category record may vary between environments.

1. Overview

The legacy Bulk Text Extraction and File Migration Tool was an Enterprise-Edition, OCR-dependent capability that paired a Bulk File Importer with a Bulk Text Extraction tool for pulling surrounding context (counterparty names, dates, clause language) out of large document sets. Contract Insight no longer has a single screen by that name. The same work is now split across a few tools:

• Bulk Import Attachments — upload many files at once and file them onto the contracts they belong to.
• Data Import — bulk-import the record data that goes with those files from a CSV, using mapping templates.
• Search (attachment text) — find a word or phrase across every attached document, see the matching text in context with its page number, and export the results.
• VISDOM Configuration and the OCR Services / Visdom Services scheduled jobs — control how document text is read and extracted by VISDOM AI.

2. Key Elements

• Bulk Import Attachments (Administration): “Upload many attachments at once, then file them onto the contracts they belong to.” Files can go straight onto a contract or into a Pending attachments list to sort out later. Nothing uploads until you confirm.
• Data Import (Administration): bulk-imports records from a CSV file using a template that maps the file's columns to fields in a target table.
• Search (top bar): the scope menu offers Records and attachments or Attachments only. The Full search page reports how many matches were “found in attachment text,” offers an Attachment matches only filter, and can Export results to Excel, PDF, or CSV.
• Attachments panel: under Matched the search text, lists each matching file with its version label, date, page number, and a highlighted excerpt of the surrounding text.
• VISDOM Configuration (Administration): the Availability, Default extractions, and Extraction behaviour tabs control whether VISDOM reads documents, which extraction passes run by default, and how much document text is kept.
• Scheduled Jobs (Administration): the OCR Services and Visdom Services jobs run under the Data Integration Scheduler.

3. Navigating to the Bulk Import Tools

1. From the Contract Insight homepage, click the Administration (settings) icon at the bottom of the left navigation bar.
2. On the Administration page, type in the Search administration… box, or find the Configuration & Fields category.
3. Click Bulk Import Attachments to bring in files, or Data Import to bring in record data.

4. Bulk Importing Files

4a. Adding Files

1. Navigate to Administration → Bulk Import Attachments (see Section 3).
2. Drag files onto the Drop attachments here area, or click Browse to select them.

3. The selected files are listed as ready to upload. Under Where should these go?, choose one:
   • Hold in the pending list — store the files now and sort them onto records later (see Section 4b).
   • File onto a contract — attach the files straight to one contract record.
4. Click Upload (the button shows the number of files, for example Upload 1 file). To start over without uploading, click Clear.

Note: Nothing uploads until you click Upload.

4b. Filing Pending Attachments onto Contracts

1. On the Bulk Import Attachments page, scroll to Pending attachments. Use the table's Search box to narrow the list if needed.
2. Check the Pick box for each file to file, or click Select all. The selection count (for example, 1 selected) updates as you go.
3. In the File the selected onto… panel, type in Search contracts by title, company or number… and click Search.
4. Click the contract in the results list.
5. Click File onto this contract (for example, File 1 onto this contract).

Note: Files marked contract deleted were left behind when their contract was removed. File them onto another contract, or remove them with the row's Delete button. Click Clear to deselect all files.

5. Bulk Importing Record Data

Use Data Import when the files you are migrating come with record data (contract details, vendors, contacts) in a spreadsheet. Rows with a condition field update matching records; all other rows are inserted.

1. Navigate to Administration → Data Import (see Section 3).
2. Under Add template, enter a Template name and select the target table. Check Update-only if the import should only update existing records.
3. Click Create & map fields to map the CSV's columns to fields. For an existing template, click Map fields on its row.
4. Click Import history to review past imports.

See the Data Import Manager section of this manual for full template and upload steps.

6. Finding Text Across Attached Documents

6a. Searching Attachment Text

1. From any page, click the Search box in the top bar (or press /).
2. Type the word or phrase to find (for example, indemnification).
3. Use the scope menu to choose Records and attachments or Attachments only. Use All areas to limit the search to one area.
4. Matching records appear with a badge showing how many files matched (for example, 41 files). Click Full search to open the full results page.

6b. Reviewing Full Search Results

1. The summary line under the search box shows the number of matches and how many were found in attachment text.
2. Check Attachment matches only to hide records that matched only on their fields.
3. The Source column shows how many of each record's files matched (for example, 2 FILES).
4. To save the results list, click Export and choose Excel, PDF, or CSV.

6c. Viewing the Matched Text in Context

1. On a result row, click the Attachments (folder) icon.
2. The Attachments panel opens. Under Matched the search text, each matching file shows its version label, date, page number, and an excerpt of the surrounding text with the search term highlighted.
3. Click the download icon to download a file. Close the panel with the X.

7. Configuring VISDOM Document Extraction

7a. Checking VISDOM Availability

1. Navigate to Administration and click VISDOM Configuration.
2. On the Availability tab, confirm Turn VISDOM AI off for everyone is Off. Turning it on hides the assistant, AI-assisted creation, and document extraction across the whole system.
3. Use the Default extractions and Extraction behaviour tabs to configure extraction (Sections 7b–7c). Under Elsewhere, Background VISDOM jobs opens Scheduled Jobs (Section 8).

7b. Setting Default Extractions

1. Click the Default extractions tab.
2. Check the passes that should be selected the first time someone runs VISDOM on a document: Field extractions, Clause extraction, Possible system additions, and Obligations. Clause sentiment, High-risk findings, and GSA extraction become available only when Clause extraction is checked.
3. Click Save default extractions.

Note: These defaults are a starting point, not a limit. After the first run, each person's last selection in Create with VISDOM and Edit with VISDOM is remembered.

7c. Setting Extraction Limits

1. Click the Extraction behaviour tab.
2. Set Most fields read from one document (how many fields a single extraction pass may fill) and Most characters of document text kept (document text is truncated at this length; empty or 0 means 64,000). The obligation thresholds on this tab control which suggested obligations are hidden or flagged as low confidence.
3. Click Save changes, or Discard changes to undo.

8. Confirming OCR and VISDOM Background Jobs

Document text must be readable before it can be searched or extracted, so scanned (image-only) files depend on OCR processing.

1. Navigate to Administration → Scheduled Jobs, or click Background VISDOM jobs on the VISDOM Configuration page.
2. Scroll to the Data Integration Scheduler group, or use its Search box.
3. Find OCR Services and Visdom Services and review their Every, Last run, and Status columns (for example, Scheduled, Paused, or Not run here). Run now is unavailable for jobs marked Not run here.

9. Quick Reference Summary