COBBLESTONE SOFTWARE

Contract Insight — User Guide

Extract Text with VISDOM: Text/Phrase Recognition for One-Off Contracts

03. Admin User Manual › VISDOM & Risk Management › Extract Text with VISDOM: Text/Phrase Recognition for One-Off Contracts

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 Create with VISDOM screen (also reachable via the Drop a document control in the top navigation bar) is built for exactly this scenario: turning a single uploaded contract document into a new record without manual data entry. You pick the Record Type and Type, choose which VISDOM+ capabilities to run in the Select features window — grouped as EXTRACTION (Field extractions), CLAUSES (Clause extraction, Clause sentiment, High risk findings), and STANDALONE TOOLS (Possible system additions, Obligations, GSA clauses) — and drop in the document. VISDOM reads the document's text and phrases, proposes values to pre-fill the new record's fields, and opens a review workspace where you confirm the values before saving. Nothing is created until you click Save.

This is the primary path for bringing a one-off contract that exists only as a file into the system as a structured record.

2. Key Elements

• Reached from the Create with VISDOM icon at the top of the left navigation bar, or the Drop a document control in the top bar.
• Record Type chooses what is created: Contract, Request, Solicitation, Purchase Order, Vendor / Customer, or Employee.
• Type defaults to Let VISDOM choose the type, which reads the type off the document. You can also pick a type yourself.
• The VISDOM Tools button opens the Select features window (EXTRACTION / CLAUSES / STANDALONE TOOLS). A summary under the button lists which features will run and which won't.
• The Document area accepts one PDF or Word file, up to 30 MB, by drag-and-drop or Browse.
• Extract & review runs VISDOM and opens a review workspace with the document on the left and the Next steps, Record, VISDOM Tools, Playbook, and More tabs on the right.
• The record is created only when you choose a Save option. Leaving the page before saving discards the extraction.

3. Navigating to Create with VISDOM

1. From the Contract Insight homepage, click the Create with VISDOM icon (sparkle) at the top of the left navigation bar.
2. Alternatively, click the Drop a document control in the top bar, or drag a file onto it.

The Create with VISDOM page opens on the New record from a document panel.

4. Creating a Record from a Document

4a. Choosing the Record Type and Type

1. Navigate to Create with VISDOM (see Section 3).
2. Select a Record Type: Contract, Request, Solicitation, Purchase Order, Vendor / Customer, or Employee.
3. Open the Type dropdown. Leave it on Let VISDOM choose the type to have VISDOM read the type off the document (you'll see what it chose and can change it), or use the search box to find and select a specific type.

4b. Selecting VISDOM+ Features

1. Under VISDOM TOOLS, click the features selected - change… button.
2. In the Select features window, check the features you want VISDOM to run on this document (see the table below).
3. Click Reset to default to return to the default selection, if needed.
4. Click Done to apply, or Cancel to close without changes. The footer shows how many features are selected.

Note: The summary under the VISDOM TOOLS button lists the features that will run (for example, "Field values · Clauses") and the ones that won't.

4c. Uploading the Document

1. Drag a PDF or Word file (up to 30 MB) into the Document area, or click Browse to select one.
2. Confirm the file name and size appear in the Document area. To use a different file, drop or click to swap it.
3. Click Extract & review. The button is available once a document has been added.

4d. Running the Extraction

VISDOM shows its progress while it reads the document and extracts field values, including an estimate of the time remaining. When it finishes, the review workspace opens (see Section 5).

Note: If Type was left on Let VISDOM choose the type and VISDOM can't determine the type, the page returns to the form with the message "VISDOM was unable to determine the type of <file name>. Please select one." Select a type from the Type dropdown and click Extract & review again.

5. Reviewing the Extracted Record

The review workspace shows the uploaded document on the left and the new record on the right. The header shows the record being added (for example, Add Contract), the Type selector, the Next steps, Record, VISDOM Tools, Playbook, and More tabs, and the Save button.

5a. Next Steps

The Next steps tab opens first and lists what still needs attention, with a count on the tab.

1. On the field-values card (for example, "7 field values read from this document"), click Fill in to apply VISDOM's values to the record.
2. On the playbook card, click Compare to score every paragraph against your organization's standard clauses.
3. On the required-fields card (for example, "1 required field still needed"), click Fill in to go to the fields VISDOM couldn't fill.
4. Under Ask VISDOM about this contract, click a suggested question, or click Open the assistant to ask your own.

5b. Record Tab

Click the Record tab to review the values VISDOM applied and complete the record.

• The Built from this document meter shows how complete the record is (fields filled and required fields filled) and lists any required fields that are Still needed.
• The VISDOM extraction list shows each value read from the document. Use ALL and TO FILL IN to filter the list. An In the form tag means the value has been applied to the record.
• Below the list, the record form is grouped into sections (for example, Details and Dates) with a filled count for each. Complete any empty or required fields here.
• An Unsaved indicator stays visible until the record is saved.

5c. Verifying a Value in the Document

1. On the Record tab, click an extracted value's card to expand it and see the text it was Read from the document.
2. Click the Find and highlight this in the document (magnifier) icon. The document view scrolls to and highlights the matching passage.
3. Click Undo to remove the value from the form, or Copy to copy it.

5d. VISDOM Tools

Click the VISDOM Tools tab to open more tools for the document:

• Found Clauses — the clauses VISDOM detected, with a count.
• Ask VISDOM — document Q&A.
• Negotiation brief — drafts the asks for negotiation.

6. Saving the Record

1. Fill in any fields listed under Still needed on the Record tab.
2. Click Save, or click the arrow next to it and choose:
   • Save & open the record — the usual finish.
   • Save & create another — stay on Create with VISDOM with a new document.
   • Save & edit jointly — hand the record to the other side.

7. Leaving Without Saving

If you navigate away before saving, a Leave without saving? window explains that nothing has been created yet and that leaving discards the document's extraction and everything reviewed on it. Click Stay here to keep working, or Leave without saving to discard it.

8. Quick Reference Summary