---
title: "Extract Text with VISDOM: Text/Phrase Recognition for One-Off Contracts"
slug: "extract-text-with-visdom-textphrase-recognition-for-one-off-contracts-1"
updated: 2026-10-06T20:54:26Z
published: 2026-10-29T16:29:08Z
canonical: "wiki.cobblestonesoftware.com/extract-text-with-visdom-textphrase-recognition-for-one-off-contracts-1"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://wiki.cobblestonesoftware.com/llms.txt
> Use this file to discover all available pages before exploring further.

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

**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.

![Create with VISDOM icon in the left navigation bar and Drop a document control in the top bar](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/visdom-01-visdom-nav.png)

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

![Create with VISDOM page showing Record Type, Type, VISDOM Tools, Document, and Extract and review](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/visdom-02-create-page.png)

# 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.

![Type dropdown with search box and Let VISDOM choose the type option](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/visdom-03-type-dropdown.png)

## 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.

![Select features window with Extraction, Clauses, and Standalone Tools options](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/visdom-04-select-features.png)

| Group | Feature | What it does |
| --- | --- | --- |
| EXTRACTION | Field extractions | Pre-fills record fields from the document. Always on. |
| CLAUSES | Clause extraction | Detects and categorizes the document's clauses. On by default. |
| CLAUSES | Clause sentiment | Shows which party each clause favors. |
| CLAUSES | High risk findings | Flags non-standard and uncommon language. |
| STANDALONE TOOLS | Possible system additions | Suggests new vendors, locations, and clauses. Requires Clause extraction. |
| STANDALONE TOOLS | Obligations | Extracts deliverables and responsibilities. |
| STANDALONE TOOLS | GSA clauses | Finds Federal FAR/GSAR clause references. |

**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.

![Document area with an uploaded file and the Extract and review button](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/visdom-05-document-loaded.png)

## 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).

![VISDOM extraction progress screen](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/visdom-07-extracting.png)

**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.

![Type field with the message that VISDOM was unable to determine the type](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/visdom-06-type-undetermined.png)

# 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.

![Review workspace with Type selector, tabs, Save button, and Next steps actions](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/visdom-08-review-next-steps.png)

## 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.

![Record tab with completeness meter, VISDOM extraction list, and record form](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/visdom-09-record-tab.png)

## 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.

![Expanded extracted value with the matching passage highlighted in the document](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/visdom-10-find-in-document.png)

## 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.

![VISDOM Tools menu with Found Clauses, Ask VISDOM, and Negotiation brief](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/visdom-11-visdom-tools.png)

# 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.

![Save button and its options menu](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/visdom-12-save-options.png)

# 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.

![Leave without saving window with Stay here and Leave without saving buttons](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/visdom-13-leave-without-saving.png)

# 8. Quick Reference Summary

| Task | How to Complete It |
| --- | --- |
| Open Create with VISDOM | Left navigation bar → **Create with VISDOM** icon, or the **Drop a document** control in the top bar. |
| Choose what to create | Select a **Record Type**, then a **Type** (or **Let VISDOM choose the type**). |
| Choose VISDOM+ features | **VISDOM TOOLS** button → check features → **Done**. |
| Upload the document | Drop a PDF or Word file (up to 30 MB) into **Document**, or click **Browse**. |
| Run the extraction | Click **Extract & review**. |
| Apply extracted values | **Next steps** tab → **Fill in**. |
| Check a value against the document | **Record** tab → expand the value → **Find and highlight this in the document** (magnifier). |
| Compare to playbooks | **Next steps** tab → **Compare**, or the **Playbook** tab. |
| Save the new record | **Save**, or the arrow next to it → **Save & open the record**, **Save & create another**, or **Save & edit jointly**. |