--- title: "Features" slug: "features" updated: 2025-08-14T14:29:24Z published: 2025-08-14T14:29:24Z canonical: "wiki.cobblestonesoftware.com/features" --- > ## 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. # Features ## 1. Getting Started #### What You'll See First When you open the add-in for the first time, you'll see the login screen: ### ![A screenshot of a login screen AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751478599084.png) ### Initial Setup Steps **Step 1: Enter Your Contract Insight URL** - Enter your organization's Contract Insight URL (e.g., https://companyname.cobblestone.software/Core/) - The system will automatically validate and normalize the URL format **Step 2: Choose Your Login Method** - Username & Password: Standard login with your CI credentials - SSO: Single Sign-On through your organization's identity provider **Step 3: Configure Preferences** - ✅ Remember Me: Saves your URL and username for future sessions - ✅ Auto-open with document: Automatically opens the add-in when you open this Word document #### What Happens During Login 1. System validates your CI server version compatibility 2. Authenticates your credentials 3. Establishes secure connection to your contract database 4. Prepares the add-in interface for contract management #### Need Help? - Check with your IT administrator for your Contract Insight URL - Contact support if you're having SSO authentication issues ## 2. Navigation and Interface ### Header and Navigation System The CobbleStone® add-in provides a comprehensive navigation system designed to help you quickly access all features and stay informed about document analysis results. The interface consists of a main header with multiple navigation elements and a hamburger menu for organized feature access. ### ![A blue and white rectangular sign with white text AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751478951947.png) #### Header Components: - Hamburger Menu - Main navigation to all features - AI Notifications - Bot icon with analysis alerts - Document Hints - Lightbulb icon showing contextual suggestions - Help Menu - Question mark icon for support resources - Profile Menu - User account and logout options ### Main Navigation Menu #### Accessing the Navigation Menu Click the hamburger menu icon (☰) in the top-left corner to open the main navigation drawer: - Organized Sections - Features grouped by category - Icon Indicators - Visual icons for each feature - License Status - Locked features show when modules aren't licensed - Active Tab Highlighting - Current tab is visually emphasized ### Feature Categories and Organization The navigation menu organizes features into logical groups: **Records Section:** - Contracts - Search and manage contract records - Companies - Find and view company information - Solicitations - Access solicitation records (requires license) - Purchase Orders - Manage purchase orders (requires license) - Requests - Handle request records - Employees - Search employee directory **Clauses Section**: - Clause Library - Access standardized clause database - Swap Clauses - AI-powered clause replacement - Found Clauses - AI document analysis results **VISDOM Tools✨ Section**: - Sentiment - Document sentiment analysis (Visdom+ license required) - High Risk Findings - Risk detection and analysis (Visdom+ license required) - Multi-Document Analysis - Compare multiple documents **Document Tools Section:** - Linked Record - Manage document-record connections - Term Explorer - Analyze document terminology - Document History - Track document activities ## Document Hints System #### Contextual Document Suggestions The lightbulb icon (💡) provides contextual hints based on your document content: ### ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751479219060.png) #### How Document Hints Work: - Content Analysis - System analyzes document text in real-time - Pattern Recognition - Identifies opportunities for improvement - Contextual Suggestions - Provides relevant recommendations - Visual Indicator - Orange dot appears when hints are available ### Accessing and Managing Hints #### Manual Hint Check: - Click the lightbulb icon to manually check for hints - System analyzes current document content - Returns suggestions based on detected patterns ### Help and Support Menu The question mark icon (❓) provides access to help resources and support: ### ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751479931686.png) **Wiki Documentation:** - Links to this page **About Information:** - Version Details - Current add-in version number - System Information - Office application and environment details - Diagnostic Data - Useful for troubleshooting issues **Clear Cache Function:** - Reset User Preferences - Clear all saved settings and preferences - Confirmation Dialog - Prevents accidental clearing - Complete Reset - Returns interface to default state - Performance Tool - Can resolve interface issues ### Profile and User Management #### Profile Menu Access The person icon (👤) provides user account information and logout options: ### ![A screenshot of a phone AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751480084534.png) **Profile Menu Options:** - User Name Display - Shows your display name from Contract Insight - Employee Details - Link to your employee record - Log Out - Securely sign out of the add-in ### User Account Features **Employee Details:** - Direct Link - Opens your employee record in Contract Insight - New Window - Opens in separate browser tab **Logout Process:** - Secure Logout - Properly clears authentication tokens - Data Protection - Removes local session data - Return to Login - Redirects to login screen - Session Management - Ensures proper security protocols ### Troubleshooting Navigation Issues #### Common Navigation Problems: - Missing Features - Check license requirements and Office application - Notifications Not Updating - Ensure stable internet connection - Menu Not Loading - Try clearing cache or refreshing add-in - Features Grayed Out - Verify module licensing and permissions #### Resolution Steps: - Check Application - Ensure you're in the correct Office app - Verify Licensing - Contact administrator about missing modules - Clear Cache - Use help menu clear cache option - Refresh Add-in - Close and reopen task pane if needed ## 3. VISDOM Assist VISDOM Assist provides three powerful AI-driven tools to help you analyze, review, and improve your legal documents. Each tool serves a different purpose and works together to provide comprehensive document intelligence. ### Overview of VISDOM Tools #### VISDOM Alerts VISDOM Alerts continuously monitor your document while you work and alerts you to critical issues as they appear. Best for: - Catching critical problems immediately while editing - Staying aware of high-risk clauses as you write - Quick identification of missing essential information - Real-time terminology consistency checking How it works: Runs automatic scans in the background based on priority levels you select. **VISDOM Alerts - Priority Levels Explained** VISDOM Alerts uses three priority levels to help you focus on the most important issues first: 🔴 **Critical Priority** When to enable: Always recommended for any contract review. What it catches: - Unlimited liability exposure - No caps on financial responsibility - One-sided indemnification - You bear all risks while other party bears none - Auto-renewal traps - Difficult to exit contracts with automatic renewals - Unilateral change rights - Other party can change terms without your consent - Critical privacy failures - Major data protection violations - Missing essential information - Incomplete party details, signatures, or key terms Impact: These issues could result in significant financial loss, legal exposure, or being trapped in unfavorable agreements. 🟡 **Warning Priority** When to enable: Recommended for most contract reviews, especially important agreements. What it catches: - Inconsistent terminology - Terms used differently throughout document - Dispute resolution issues - Unfavorable litigation or arbitration terms - IP ownership problems - Unclear intellectual property rights - Termination complexities - Complicated exit procedures Impact: These issues could cause confusion, disputes, or unexpected obligations, but are generally manageable with proper attention. 🔵 **Info Priority** When to enable: Useful for comprehensive reviews or when you want maximum insight. What it catches: - Key dates summary - Important deadlines and contract milestones - Financial overview - Summary of all payment amounts and fees - Termination procedures - How to properly exit the contract - Impact: These are informational summaries to help you understand and track important contract details. #### VISDOM Chat What it does: Provides an interactive conversational AI that can answer questions, analyze selections, and help with document tasks. Best for: - Asking specific questions about your document - Getting explanations of complex clauses - Translating, summarizing, or rewriting selected text - Interactive problem-solving and document analysis - Getting quick suggestions for improvements How it works: You chat with the AI, select text for analysis, and get immediate responses and suggestions. #### VISDOM Review What it does: Performs a thorough, structured analysis of your entire document across multiple risk categories. Best for: - Complete contract review before signing - Systematic identification of all potential issues - Detailed analysis across 12+ risk categories - Creating a comprehensive action plan for improvements - Final quality assurance review How it works: Runs a complete document scan and presents findings organized by category or paragraph location. **Tips for Maximum Effectiveness** VISDOM Alerts Tips: - Start with Critical priority only, add others as needed - Don't dismiss alerts too quickly - review the details first - Use the "Review Details" to see specific problematic text - Alerts run automatically - no need to refresh manually VISDOM Chat Tips: - Select specific text before asking questions for better context - Use the prompt library for common analysis tasks - Save frequently used questions as custom prompts - Try the quick actions (Translate, Summarize, Rewrite) on selected text VISDOM Review Tips: - Allow time for the full analysis - complex documents take a few minutes - Use Paragraph View to work through the document systematically - Use Category View to focus on specific types of risks - Mark items complete as you address them to track progress - Reviews are automatically saved and can be resumed later **Troubleshooting** If Alerts aren't appearing: - Check that you've enabled at least one priority level (red, yellow, or blue badges) - Alerts run automatically every 1-3 minutes - wait for the next scan - Try closing and reopening the document if issues persist If Chat isn't responding: - Check your internet connection - Try shorter, more specific questions - Ensure you have text selected if asking about specific clauses If Review is taking too long: - Large documents (50+ pages) may take 3-5 minutes - The review continues in the background - you can work on other tasks - You can cancel and restart if needed If suggestions aren't working: - Make sure you have the latest version of the add-in - Try refreshing the browser tab if using Word Online - Check that you have sufficient permissions to edit the document **Getting Help** - If you encounter issues or need additional assistance: - Check this user guide for common solutions - Try restarting the add-in (close and reopen the task pane) - Contact your system administrator for technical support - Provide specific error messages or screenshots when reporting issues RememberVISDOM Assist is designed to enhance your legal document review process, but like any Generative AI output, it should supplement, not replace, professional legal judgment and review. ## 4. Records Management and Views ### Records Management Overview The CobbleStone add-in provides comprehensive record management capabilities across all major Contract Insight data types. Each record type tab displays an interactive grid with advanced filtering, view selection, and action buttons for creating, updating, and managing records. ### ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751480482989.png) #### Main Components: - View Selector - Choose from predefined views with smart filtering - Search and Filter - Real-time search across all visible columns - Records Grid - Interactive table with sorting and column management - Action Buttons - Create, update, and perform record-specific actions - Record Count Display - Shows total and filtered record counts ### Available Record Types The add-in supports all major Contract Insight data types: Core Record Types: - 📄 Contracts - Contract agreements and documents - 🏢 Companies - Vendors, customers, and business partners - 📧 Solicitations - Bids, RFPs, and procurement opportunities (requires license) - 📋 Requests - Contract requests and approval workflows - 🧾 Purchase Orders - Purchase order management (requires license) - 👥 Employees - Employee directory and contact information ### View Selector and Smart Views #### Understanding Views Views are pre-configured filters that show specific subsets of records based on business logic: ### ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751480623719.png) **View Categories:** - 📂 Ungrouped - Basic "All Records" views - 👤 Personal - User-specific filtered views ### Default View Selection Each record type can have a default view that loads automatically: ### ![A screenshot of a computer screen AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751480844687.png) **Setting Default Views:** - View Dropdown - Select your preferred view - Star Icon - Click to set as default (appears when view is selected) - Visual Confirmation - Filled star indicates current default - Persistent Settings - Defaults remembered across sessions #### View Types **Ungrouped Views:** - All [Record Type] - Every record in the system without filtering **Personal Views:** - Primary Assignee - Records where you're the primary contact - Created by Me - Records you created - Last Updated by Me - Records you recently modified ### Records Grid Interface **Grid Features** The records grid provides a powerful interface for viewing and managing data: ### ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751480946751.png) **Grid Capabilities:** - Column Sorting - Click headers to sort by any field - Column Filtering - Filter individual columns - Column Resizing - Drag column borders to adjust widths - Row Selection - Click rows to select records for actions - Quick Search - Global search across all visible columns #### Filter Controls **Global Filter:** - Real-time Search - Results filter as you type - Multi-column Search - Searches across all visible columns - Clear Button - X icon to clear search quickly - Case Insensitive - Finds matches regardless of capitalization ### Action Buttons and Record Operations #### Standard Action Buttons Every record type includes standardized action buttons for common operations: ### ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751481356409.png) **Universal Actions:** - Create [Record Type] - Add new records - Update [Record Type] - Modify selected records - View Details - Open detailed record view - Open in Contract Insight - Launch record in main application **Application-Specific Actions** - 📎 Upload & Link Document - Link current document to record - 📄 Insert Record Link - Add clickable record link to document - 📤 Upload Document Only - Upload without linking - 🔗 Link Document Only - Link without uploading ### Permission-Based Access Control All actions respect Contract Insight security permissions: ### ![A screenshot of a computer error AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751481513524.png) **Permission Validation:** - **Create** - Must have "Add" rights for record type - **Update** - Must have "Edit" rights for specific record - **View** - Must have "View" rights for record details - **Upload** - Must have "Edit" rights to attach files ### Data Loading and Performance #### Progressive Loading **Loading Process:** - Total Count First - Shows total records immediately - Progressive Display - Records appear as they load - Progress Indicator - Shows loading status and count - Background Processing - Grid remains responsive during loading #### Record Count Display **Count Examples:** - "Total Contracts: 1,250" - All records loaded - "Showing 75 of 1,250 Contracts" - Filtered results - "Loading Contracts..." - During data retrieval - "No Contracts Found" - When filters return no results --- ## 5. Viewing Individual Records ### Record Detail View Overview When you select a record from any grid or search result, the CobbleStone® add-in provides a comprehensive detail view that displays all record information in an organized, easy-to-read format. This view adapts based on the record type and your permissions. ### ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751481697879.png) **Main Components:** - Record Header - Title, ID, and key identifying information - Information Sections - Organized display of all record fields - Edit Mode Toggle - Switch between view and edit modes - Navigation Options - Return to previous view or close detail ### Record Information Display #### Adaptive Display by Record Type The detail view automatically adjusts to show relevant information for each record type: **Contract Records:** - Contract Title and unique ID - Contract Type and Status - Vendor/Customer information - Key dates (start, end, renewal) - Contract amount and terms **Company Records:** - Company name and account number - Company type (Vendor/Customer) - Contact information and address - Trade names and DUNS number **Solicitation Records:** - Solicitation name and type - Buying company and status - Important dates (open, close, questions due) - Amount and description **Purchase Order Records:** - PO ID and confirmation number - Vendor information and status - Total amount and payment terms - Ship-to information **Request Records:** - Request title and type - Contact information and vendor - Amount and account number - Important status dates **Employee Records:** - Employee name and title - Department and email - License type and status ### View and Edit Modes #### View Mode (Default) The default view mode provides read-only access to record information: ### ![A blue and white rectangle with black text AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751481928338.png) **View Mode Features**: - Read-only Display - All field information visible but not editable - Clean Layout - Organized sections for easy information scanning - Edit Button - Switch to edit mode (when permissions allow) - Navigation Controls - Return to previous view or close ### Edit Mode When you have edit permissions, you can switch to edit mode: ### ![A screenshot of a chat AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751482022828.png) **Edit Mode Features**: - Editable Fields - Form controls for modifying record data - Save/Cancel Buttons - Commit or discard changes - Field Validation - Real-time validation of data entry - Permission-Based Access - Only fields you can modify are enabled **Switching Between Modes:** - Edit Button - Click to enter edit mode (appears when you have edit permissions) - Save Button - Commits changes and returns to view mode - Cancel Button - Discards changes and returns to view mode ### Available Actions #### Standard Record Actions **Edit Record:** - Available when you have edit permissions for the record - Switch to edit mode to modify field values - Changes are immediately synchronized to Contract Insight **View in Contract Insight:** - Opens the complete record in the Contract Insight web application - Launches in a new browser window/tab - Provides access to full record functionality ### Permission-Based Access Control #### Permission Levels The interface adapts based on your Contract Insight permissions: **View Permission:** - See record details and information - Access read-only data - Navigate between records **Edit Permission:** - Modify record information - Update field values - Save changes to database **No Permission:** - Shows "Permission Denied" message - Limited functionality available - Contact administrator for access ### Permission Denied Display When you don't have access to view a record: ### ![A screenshot of a phone AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751482724319.png) **Access Denied Interface:** - Shield Icon - Visual indicator of restricted access - Clear Message - "Access to this record is restricted" - Dialog Explanation - Details about the permission requirement - Navigation Options - Return to previous location ### Navigation and Context #### Record Context The detail view maintains context about how you accessed the record: **Navigation Context**: - From Grid - Back button returns to the record grid - From Search - Close button returns to search results - From Global Search - Returns to appropriate record type tab ### Troubleshooting Record Views #### Common Issues **Record Not Loading:** Possible Causes: - Insufficient permissions for the record - Record deleted or archived - Network connectivity issues - Database connection problems Solutions: - Verify you have view permissions - Check if record still exists - Refresh the add-in - Contact administrator if persistent **Missing Information:** Possible Causes: - Field-level security restrictions - Data not populated in source system - Display configuration issues Solutions: - Check field permissions with administrator - Verify data exists in Contract Insight web app - Try refreshing the record view **Actions Not Available:** Possible Causes: - Insufficient permissions for actions - Missing module licenses - Record in wrong status for action Solutions: - Contact administrator about permissions - Verify module licensing - Check record status requirements ## 6. Document Linking and Management ### What is Record Linking? Record linking connects your Word document to a specific record in your Contract Insight database. This connection enables advanced features like AI analysis, document management, automated workflows, and version control. Benefits of Linking: - AI Analysis Features - Access to Found Clauses, Sentiment Analysis, High Risk Findings - Workflow Integration - IntelliSign and IntelliApprove directly from Word - Version Management - Track document changes and history - Context Awareness - System understands document's business context ### The Linking Process #### When You First Open a Document The add-in automatically checks if your document is already linked to a record. You'll see one of two scenarios: #### Scenario A: No Linked Record Found ### ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751487233412.png) Shows "No linked record" message Displays options to link to existing record or create new AI features are limited until linking is established #### Scenario B: Existing Link Found ![A screenshot of a software application AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751487330417.png) - Shows connected record information - All features immediately available - Displays record details and available actions ### How to Link to an Existing Record **Step 1: Search for Your Record** ![A screenshot of a software application AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751487389348.png) Search Options: - Record name or title - Record ID number - Client/vendor name - Contract type or status **Step 2: Select Record Type (Optional)** Record Type Filtering: - Use dropdown to filter by record type - Choose from: Contracts, Companies, Solicitations, etc. - Narrows search results for faster finding **Step 3: Choose Your Record** Selection Process: - Browse through search results - Review record details to confirm correct match - Click on the record you want to link **Step 4: Confirm the Link** Link Confirmation: - Click "Link" button next to your desired record - System saves the connection to your document - Record details appear in the Linked Record tab - AI analysis features become available ### Create a New Linked Record **If you're working with a brand new record:** ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751487604101.png) **Step 1: Select Record Type** - Choose from "Create a new linked record" dropdown - Select appropriate record type (Contract, Company, etc.) **Step 2: Click Create** - Click "Create New Linked [Record Type]" - Fill out the required information - The new record will be automatically linked to your document ### What Happens After Linking **Once linked, you'll have access to Enhanced Features:** - Record editing and updates - AI document analysis features - Document version management ### Working with Linked Records #### Your Linked Record Dashboard Once you've linked a record, the interface transforms into a comprehensive management dashboard: ![A screenshot of a phone AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751487801044.png) **Main Features**: - Record Details - Key information display with edit capabilities - Workflow Buttons - IntelliSign and IntelliApprove actions - Link Management - Remove or change connections - Permission Controls - Access-based feature availability ### Record Information Display in Linked Mode The linked record view shows the same information as the standard record view, but with additional workflow capabilities: **Enhanced Display Features:** - All Standard Fields - Same record information as view mode - Document Context - System knows this record relates to current document - Real-time Updates - Changes sync immediately to Contract Insight ### Managing Your Link #### Link Management Options **Remove Link:** **![A screenshot of a computer screen AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751488009405.png)** - Click "Remove Link" button to disconnect - This won't delete the record, just removes the connection - You can re-link to the same or different record later **Change Link:** **Process:** 1. Remove current link first 2. Follow the linking process to connect to different record 3. Connect to a different record of any supported type 4. All workflow actions transfer to new linked record #### Link Persistence **How Links Are Saved:** - Links are saved with your document - Opening the document later automatically restores the connection - Links persist across document sessions - Document can be shared with link intact (permissions permitting) #### Activity Logging The system automatically logs your document activities for view on the Document History Tab: ### ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751488190392.png) **Tracked Activities**: - Link Changes - When records are linked/unlinked - Document Updates - When linked documents are modified ### Permission-Based Features for Linked Records #### Access Control The interface adapts based on your Contract Insight permissions for the linked record: View Permission: - See record details and linked information - Use IntelliSign/IntelliApprove (if licensed) - Access read-only data Edit Permission: - Modify record information - Update field values - Save changes to database No Permission: - Shows "Permission Denied" message - Limited functionality available - Contact administrator for access ### Troubleshooting Linked Records #### Common Issues **"Permission Denied" Messages:** Solutions: - Contact administrator to request access to specific record types - Verify you have rights to the individual record - Check if your user group has required permissions for that entity type **Missing Action Buttons:** Possible Causes: - IntelliSign/IntelliApprove not visible: Module license may not be available - Buttons disabled: Check record permissions or document state - Gray/locked buttons: Contact administrator about module licensing **Record Not Loading:** Solutions: - Ensure you have view permissions for that record type - Check your network connection to Contract Insight - Verify the record still exists in the database **Link Not Saving:** Solutions: - Ensure you have appropriate permissions on the record - Check your network connection - Try unlinking and re-linking the document - Verify the record type is supported for linking ## 7. Creating New Records ### Multi-Step Record Creation Process Creating new records in Contract Insight follows a streamlined 3-step process that adapts based on the record type you're creating: ### ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751488394740.png) **The 3 Steps:** - Type Selection - Choose specific record subtype (where applicable) - Details - Fill in record information - Attachments - Add files and link documents ### Starting the Creation Process #### From Any Tab Interface 1. Navigate to the appropriate tab (Contracts, Companies, etc.) 2. Click the "Create New [Record Type]" button 3. The creation wizard opens #### From Linking Context When linking a document to a new record: 1. Select "Create a new linked record" from the dropdown 2. Choose the record type you want to create 3. Follow the same 3-step process ### Step 1: Record Type Selection For Contracts, Companies, Requests, and Solicitations ### ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751489658937.png) **Features:** - Dropdown Menu - Lists all available subtypes - Type Descriptions - Explains each contract/solicitation type - Required Selection - Must choose before proceeding **Examples:** - Contracts: Service Agreement, Purchase Agreement, NDA, etc. - Solicitations: RFP, RFQ, ITB, etc. #### For Other Record Types Purchase Orders skip this step and go directly to details, Employee creation is disabled via add-in. ### Step 2: Record Details #### Form Interface ### ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751908407581.png) **Key Features:** - Required Fields - Marked with red asterisk (*) - Field Visibility Toggle - Show/hide optional fields - Smart Dropdowns - Auto-populate from Contract Insight - Validation - Real-time error checking #### **Smart Features** Field Visibility Control: - Click the eye icon to toggle between required-only and all fields - Helps focus on essential information first - Can expand to see all available options Dynamic Dropdowns: - Options load from your Contract Insight database - Filtered based on your permissions - Updated in real-time as you type Validation: - Required fields highlighted in red if empty - Format validation for dates, numbers, emails - Cannot proceed until all required fields are completed ### Step 3: Attachments #### Document and File Management ### ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751909827179.png) **Options Available:** - Document Copy Include current document - File Uploads - Browse and select files - Link to Record - Connect document to new record **Document Linking Options** Include Document Copy: - ✅ Checked: Uploads current Word document to Contract Insight - ❌ Unchecked: Document stays separate Link to Record: - ✅ Checked: Creates permanent link between document and record - ❌ Unchecked: Just uploads without linking Common Combinations: - ✅ Include Copy + ✅ Link = Upload document AND create permanent link - ✅ Include Copy + ❌ Link = Upload document but don't link - ❌ Include Copy + ✅ Link = Link document without uploading copy - ❌ Include Copy + ❌ Link = No document interaction **File Upload Field** 1. Click "Browse Files" button 2. Select multiple files from your computer 3. File List shows selected files with sizes 4. Remove Button to deselect files ### Completion and Results #### Success Confirmation ### ![A screenshot of a computer screen AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751983265361.png) **What You'll See:** - Record Created - Confirmation with new record ID - Attachment Status - Upload results for files - Link Status - Document linking confirmation - Action Options - What to do next ### Available Actions After Creation **View Record:** - Click "View Record" to see the new record details - Switch to detail view with full record information - Begin editing or updating immediately **Done:** - Return to the main interface - Record is saved and available in Contract Insight - Can be found through search or record lists **Linked Document Benefits:** If you linked the document to the new record: - Document automatically opens with record context - All add-in features become available - Record details populate in the interface ### Error Handling and Troubleshooting Common Creation Issues **"Required Fields Missing":** - Check for red asterisk (*) fields - Ensure all required dropdowns have selections - Verify date formats are correct **"Upload Failed":** - Check file sizes (typically 10MB limit per file) - Verify file types are supported - Ensure stable internet connection **"Permission Denied":** - Contact administrator for record creation rights - Verify you have access to the specific record type - Check if licensing is required for certain modules **"Type Selection Required":** - For contracts/solicitations, must select subtype - Choose appropriate type before proceeding - Contact administrator if needed types are missing ## 8. Editing and Managing Records ### Edit Mode Overview Editing existing records follows a 2-step process that provides comprehensive update capabilities while maintaining data integrity: ### ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751983477389.png) **The 2 Steps:** 1. Details - Modify record information 2. Attachments - Add files and manage documents ### Entering Edit Mode #### Permission Check Process 1. Click the "Edit" button on any record 2. System automatically checks your permissions for that specific record 3. If authorized, edit mode activates 4. If denied, shows permission dialog with contact information #### What Changes in Edit Mode ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751983579103.png) **Interface Updates**: - Form Fields become editable - Save/Cancel Buttons appear - Field Visibility Toggle shows required vs. all fields - Attachments Tab becomes available (if permissions allow) ### Step 1: Editing Record Details #### Smart Form Features **Field Visibility Control:** **Eye Icon Toggle:** - 👁️ Open Eye: Shows all available fields - 👁️ Closed Eye: Shows only required fields (marked with *) - Purpose: Focus on essential vs. comprehensive data entry **Change Tracking:** - System automatically tracks which fields you modify - Only changed fields are sent to the database - Red asterisk (*) indicates required fields that cannot be empty - Real-time validation prevents saving incomplete data **Dynamic Dropdowns:** - Options populate from your Contract Insight database - Type-ahead search available in dropdown fields - Multi-select capabilities where applicable - New options load when you click in dropdown fields #### Field Types and Validation **Text Fields:** - Character limits enforced automatically - Rich text areas for descriptions and notes - Auto-formatting for phone numbers, ZIP codes **Dropdown Selections:** - Single and multi-select options - Filtered based on record type and your permissions - Clear Selection option available **Date Fields:** - Date picker with calendar interface - Validation prevents impossible dates - Automatic format conversion **Numeric Fields:** - Currency formatting where applicable - Decimal precision validation - Range checking for valid values #### Save Validation Process Before allowing saves, the system checks: - **Required Fields:** All mandatory fields must have values - **Data Format:** Dates, numbers, emails properly formatted - **Business Rules:** Validates against Contract Insight rules - **Permission Check:** Confirms you can modify this record ### Step 2: Attachments Management #### Document Operations ### ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751983962551.png) **Available Options:** - **Include Document Copy** - Upload current Word document - **Link to Record** - Create permanent document-record connection - **Both Options** - Upload AND link for full integration **Checkbox Combinations:** - ✅ Include Copy + ✅ Link = Upload document AND create permanent link - ✅ Include Copy + ❌ Link = Upload document but don't link - ❌ Include Copy + ✅ Link = Link document without uploading copy - ❌ Include Copy + ❌ Link = No document operations #### File Upload Field ![A close-up of a logo AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751984086340.png) **Available in all versions:** - **"Browse Files"** button opens file selector - **Multiple File Selection** supported - **File Preview** shows selected files - **Remove Files** before uploading #### Existing Attachments Display Below the upload options, you'll see: - **Current Attachments** already uploaded to this record - **Download Links** to access existing files - **File Type Icons** for easy identification #### Save Process 1. **Validation Check:** Ensures all requirements met 2. **Record Update:** Sends only changed fields to database 3. **File Processing:** Uploads selected attachments 4. **Document Operations:** Handles Word document linking/uploading 5. **Confirmation:** Shows success status with details ### Advanced Features #### Bulk Operations - **Select Multiple Attachments:** Choose several files at once - **Clear All Selections:** Reset attachment choices - **Progress Tracking:** Monitor multiple file uploads #### Document Linking Benefits When you link a Word document to a record: - **Permanent Association:** Document "remembers" the record - **Auto-Population:** Record details appear when document opens - **Feature Access:** Enables IntelliSign, IntelliApprove, and AI features ### Permission-Based Features **View-Only Mode:** - Can see all record details - Cannot modify any information - Attachments are read-only **Edit Mode:** - Complete access to all editable fields - Full attachment management capabilities - Access to advanced features like linking ### Error Handling and Troubleshooting #### Common Edit Issues **"Permission Denied" on Edit:** - Contact administrator for record-specific permissions - Check if record is locked by another user - Verify your user group has edit rights for this record type **"Required Fields Missing":** - Look for red asterisk (*) indicators - Use eye icon to show all fields - Ensure dropdowns have valid selections **"Save Failed" Errors:** - Check internet connection - Verify all required fields are completed - Try refreshing the record and editing again **File Upload Problems:** - Check file size limits (typically 10MB per file) - Verify file types are supported - Ensure stable network connection ### Recovery Options **Unsaved Changes:** - Cancel button discards all modifications - Back button allows review before discarding - Changes are lost if you navigate away without saving **Network Issues:** - Retry failed uploads automatically - Refresh button reloads current record data - Save attempts continue until successful **Permission Changes:** - If permissions change during editing, system will notify - Save may be disabled if rights are revoked - Read-only mode may activate automatically ## 9. Searching and Finding Records ### Accessing the Search Function The search feature is accessed through the main interface header: ### ![A screenshot of a software AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751984627970.png) **How to Access:** 1. **Search Icon** in the header bar (magnifying glass) 2. **Click** to open the search interface 3. **Mini search results** appear directly in the header area ### Header Search Interface **Search Input Components** ![A blue and white card with white text AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751984751860.png) **Key Elements:** - **Search Input Field** - Enter your search terms - **Search/Clear Button** - Execute search or clear results - **All record areas** - Search across all record types **License-Based Filtering:** - Options appear based on your Contract Insight licensing - Missing modules won't show in the dropdown - Contact administrator if expected types are missing ### Search Input Field **Features:** - **Placeholder Text** - Shows what you're searching (e.g., "Search Contracts...") - **Real-time Input** - No need to press Enter, just type - **Minimum Length** - Requires at least 2 characters - **Search Button** - Click to execute search - **Clear Button** - Appears after search to reset results ### Mini Search Results #### Compact Display Format When you search from the header, results appear in a compact, space-efficient format: ![A screenshot of a computer software AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751984896745.png) **Display Features:** - **Scrollable List** - Handles multiple results efficiently - **Record Names** - Primary display text - **Record Details** - ID and type shown below name - **Click to Select** - Entire row is clickable ### Result Information Layout **For "All Record Areas" Searches:** Contract Management Agreement #12345 (Contract) #### Visual Indicators - **Normal Row** - White/light background - **Selected Row** - Highlighted background color - **Hover Effect** - Subtle background change on mouse-over **Information Hierarchy:** - **Record Name** - Large, bold text - **Record ID** - Smaller text with # prefix - **Record Type** - Italic text in parentheses (for multi-type searches) ### Search Behavior and Features **Search Button:** - **Search Icon** - Executes search when clicked - **Clear Icon** - Appears after search to reset results - **Button State** - Changes based on whether you've searched #### Search Logic **What Gets Searched:** - Record Names/Titles - Primary search field - Record IDs - Exact ID number matching - Partial Matching - Finds records containing your search terms **Search Examples:** - "12345" → Finds records with ID 12345 - "Contract" → Finds all records with "Contract" in the name - "CobbleStone" → Finds records containing "CobbleStone" - "Serv" → Finds "Service Agreement", "Server Contract", etc. **Benefits:** - Find related records across different types - Discover connections (vendors with contracts) - Single search across your entire database ### Using Search Results #### Record Selection **Click to Select:** - Click anywhere in a result row to select it - Selected record gets highlighted background - Selection enables actions in the interface **What Happens After Selection:** - Detail View - Record information populates the interface - Edit Access - Can modify record details (with permissions) ### Search Performance and Limits #### Result Limitations **Per-Type Limits:** - **All Areas Search** - Up to 10 results per record type - **Total Display** - Limited to prevent interface slowdown **Performance Optimization:** - Search results load quickly for common queries - Complex searches may take slightly longer - Network connection affects search speed #### Search Requirements **Minimum Input:** - **2 Characters** - Must enter at least 2 characters - **Valid Characters** - Letters, numbers, spaces, common punctuation - **Trim Whitespace** - Leading/trailing spaces ignored ### Troubleshooting Header Search #### "No Results Found" **Common Causes:** 1. Spelling - Check search term spelling 2. Licensing - Module may not be available **Solutions:** 1. Try broader search terms 2. Check different record types in dropdown 3. Use partial words instead of complete phrases #### Search Not Working **Troubleshooting Steps:** 1. **Check Connection** - Ensure internet connectivity 2. **Reload Interface** - Refresh the add-in 3. **Clear Search** - Use clear button and try again 4. **Contact Support** - If problem persists #### Unexpected Results **Why You Might See Unexpected Records:** - **Partial Matching** - Search finds substrings in record names - **ID Matching** - Numbers might match record IDs - **Cross-Type Results** - "All areas" search shows multiple types **Refining Your Search:** 1. Use more specific terms 2. Include more context in search terms 3. Use exact record IDs when known #### Performance Issues If Search Is Slow: 1. **Check Network** - Slow internet affects search speed 2. **Shorter Terms** - Very long search terms may be slower 3. **Contact IT** - Server or network issues ## 10. Using the Clause Library ### Clause Library Overview The [Clause Library](/v1/docs/clause-library-management) provides a comprehensive database of standardized contract clauses that can be searched, managed, and inserted into your documents. This feature helps ensure consistency and completeness in your contract language. ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751985712138.png) **Main Components:** - **Clause Grid** - Searchable list of available clauses - **Action Buttons** - Tools for inserting and managing clauses - **Favorites System** - Star/pin frequently used clauses - **Permission-Based Features** - Create and edit capabilities ### Browsing and Searching Clauses #### Clause Grid Display The main interface shows all available clauses in a searchable grid format: ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751985782762.png) **Grid Features:** - **Clause Names** - Descriptive titles for each clause - **Search/Filter Capabilities** - Find specific clauses quickly - **Scrollable List** - Handles large clause libraries efficiently ### Finding Specific Clauses Search Methods: - **By Name:** Search clause titles and descriptions - **By Keywords:** Find clauses containing specific terms - **Favorites First:** View your starred clauses at the top **Selection Process:** 1. Click on any clause in the grid to select it 2. Selected clause displays over the grid 3. Clause text becomes available for preview and insertion 4. Action buttons become enabled for the selected clause ### Favorites System #### Starring Frequently Used Clauses ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751985887902.png) **Star Button Functionality:** - **Empty Star** ⭐ - Click to add clause to favorites - **Filled Star** ★ - Clause is favorited, click to remove - **Disabled State** - No clause selected - **Persistent Storage** - Favorites remembered across sessions #### Managing Your Favorites **Adding to Favorites:** - Select a clause from the grid - Click the Star button in the action area - Star fills in to indicate favorite status - Clause will appear prominently in future searches **Removing from Favorites:** - Select a favorited clause (shows filled star) - Click the Star button to remove from favorites - Star becomes empty outline - Clause returns to normal grid position **Benefits of Favorites:** - **Quick Access** - Find your most-used clauses faster - **Consistency** - Use the same proven language repeatedly - **Efficiency** - Reduce time searching for common clauses ### Inserting Clauses into Documents #### Basic Clause Insertion ![A screenshot of a phone AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751986314449.png) **To Insert:** 1. Select a clause from the grid 2. Click "Insert Clause Text" button 3. Clause text gets inserted at current cursor position 4. If Text is selected, clause overwrites it ### Advanced Word-Only Features #### Replace Selected Text ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751986493485.png) **Replace Function:** 1. Select text in your Word document that needs improvement 2. Choose replacement clause from the library 3. Click Replace button (swap icon) 4. Selected text gets replaced with the clause text #### Create Clauses from Document Text ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751986574394.png) **Creating New Clauses:** 1. **Select well-written text** in your document 2. **Click Extract button** (document extract icon) 3. **Create Clause dialog** opens with selected text 4. **Add to library** for future use #### Redline Comparison Feature ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751986699538.png) **Redline Process:** 1. Select text in your document 2. Choose comparison clause from library 3. Click Redline button (strikethrough icon) 4. Redline comparison inserts at cursor showing differences **Redline Display:** - **Deleted Text** - Strikethrough formatting - **Added Text** - Underlined or highlighted - **T****rack Changes** - Integrates with Word's revision system - **Visual Comparison** - Clear before/after analysis #### Creating New Clauses ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751986815540.png) **Creation Process:** 1. Click "Create Clause" button 2. Fill in clause details in the dialog: 1. Clause name/title 2. Clause category 3. Full clause text 4. Usage notes (optional) 3. Save to add to the library **Permission Requirements:** - Requires "Manage Contract Clauses" security group - Contact administrator if Create button is disabled - Permission error dialog explains requirements #### Updating Existing Clauses ![A screenshot of a phone AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751986949333.png) **Update Process:** 1. Select existing clause from grid 2. Click "Update Clause" button 3. Modify clause details in dialog 4. Save changes to update library **What Can Be Updated:** - **Clause Text** - Improve or correct language - **Clause Name** - Better descriptive titles #### Permission-Based Access **View-Only Users:** - Can browse and search all clauses - Can insert clauses into documents - Can use favorites system - Cannot create or modify clauses **Manage Clauses Permission:** - All view-only capabilities - Can create new clauses - Can update existing clauses ### Troubleshooting Clause Library Issues #### Common Problems **"No Text Selected" Error:** - **Cause:** Trying to use replace or redline without selecting document text - **Solution:** Select text in your document first, then use the feature **"Permission Denied" for Create/Update:** - **Cause:** Don't have "Manage Contract Clauses" security group - **Solution:** Contact administrator to request permission **Clauses Not Loading:** - **Cause:** Network connectivity or server issues - **Solution:** Check internet connection, refresh the add-in **Insert Function Not Working:** - **Cause:** No clause selected or cursor not positioned in document - **Solution:** Select a clause first and position cursor where you want text #### Performance Optimization **For Large Clause Libraries:** - Use search instead of scrolling through all clauses - Organize favorites for quick access to common clauses - Clear browser cache if interface becomes slow - Contact IT if persistent performance issues #### Data Synchronization **Favorites Not Saving:** - Browser storage may be full or restricted - Incognito/private browsing may not persist data - Solution: Use regular browser windows and clear cache if needed **Clause Updates Not Appearing:** - Cache issues may show old clause text - Solution: Refresh the add-in or clear cache - Network delays may require waiting and refreshing ## 11. Found Clauses - AI Document Analysis ### Found Clauses Overview The Found Clauses feature uses VISDOM AI to automatically analyze your document and identify important clauses, legal provisions, and contract terms. This powerful tool helps you understand what's in your document and manage clause-level content effectively. ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751987480270.png) **Main Components:** - **Analysis Status** - Shows document analysis progress - **Taxonomy Selector** - Choose analysis type (Common Clauses, custom taxonomies) - **View Mode Toggle** - Switch between Active and Dismissed items - **Clause Results** - Expandable list of found clauses - **Action Buttons** - Add to library, training data, navigate to text ### Getting Started with Document Analysis #### Automatic Analysis When you first open the Found Clauses tab: **What Happens:** 1. **Document Scan** - AI reads and analyzes your document text 2. **Clause Detection** - Identifies legal provisions and important terms 3. **Categorization** - Groups clauses by type and importance 4. **Results Display** - Shows found clauses in organized format #### Analysis Availability **System Requirements:** - **VISDOM Integration** - Requires Contract Insight to be authenticated with VISDOM Services - **Document Text** - Document must contain readable text - **Network Connection** - Stable internet for AI processing **If Analysis Unavailable:** - Shows "Visdom document analysis is unavailable" message - Refresh Button - Try to reconnect to analysis service - Contact administrator if problem persists ### Taxonomy Selection #### Analysis Types Available The taxonomy dropdown controls what type of analysis is performed: ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751988160708.png) **Options Include:** - **Common Clauses** - Standard contract provisions (default) - **Risk Analysis** - High-risk terms and problematic language - **Compliance** - Regulatory and legal compliance terms - **Custom Taxonomies** - Organization-specific analysis categories #### Switching Analysis Types **Common Clauses (Default):** - Automatically runs when tab opens - Finds standard contract provisions - Best for general document review **Custom Taxonomies:** - Select from dropdown to change analysis focus - **Automatic Re-analysis** - Changing taxonomy triggers new analysis - Results replace previous analysis ### Understanding Clause Results #### Accordion Display Format Found clauses appear in an expandable accordion layout: ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751988273604.png) **Each Clause Shows:** - **Category Name** - Type of clause found (e.g., "Liability Clause") - **Action Buttons** - Navigate, dismiss, restore options - **Expandable Content** - Full clause text and details #### Clause Information Details **Header Information:** - **Clause Category** - VISDOM-determined clause type - **Navigation Button** - Jump to clause location in document - **Dismiss Button** - Remove clause from active list **Expanded Content:** - **Full Clause Text** - Complete text of the identified clause - **Show More/Less** - For long clauses, expand or collapse text - **Action Buttons** - Add to library or training data #### Text Truncation and Expansion For lengthy clauses: **Smart Text Display:** - First 200 characters shown by default - "Show more" button reveals full text - "Show less" button collapses back to summary - Helps manage interface space while preserving access to complete content ### Navigation and Document Integration #### View in Document Feature **Navigation Process:** 1. Click navigation button (magnifying glass icon) on any clause 2. Document scrolls to the exact location of the clause 3. Text highlighting shows the specific clause content 4. Return to add-in to continue analysis **Navigation Benefits:** - **Precise Location** - Jumps directly to clause text - **Context Understanding** - See clause within document flow - **Quick Reference** - Easy back-and-forth between analysis and document - **Verification** - Confirm AI found the right content ### Clause Management System #### Active vs. Dismissed Views ![A white background with black text AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751988500689.png) **Toggle Button Functions:** - "Active Items" - Shows all currently relevant clauses - "Dismissed Items" - Shows clauses you've dismissed - Click to switch between views #### Dismissing Irrelevant Clauses **Why Dismiss Clauses:** - Remove false positives from AI analysis - Focus on truly relevant clauses - Clean up the analysis results - Customize results to your needs **How to Dismiss:** 1. **Click dismiss button** (X icon) on any clause 2. **Clause disappears** from active list 3. **Stored persistently** - Dismissals remembered for this document 4. **Switch to "Dismissed Items"** view to see dismissed clauses #### Restoring Dismissed Clauses **From Dismissed Items View:** ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751988656994.png) **Restoration Process:** 1. **Switch to "Dismissed Items"** view 2. **Find the clause** you want to restore 3. **Click restore button** (circular arrow icon) 4. **Clause returns** to active items list **Dismissed Item Information:** - Shows **dismissal date and time** - Maintains all original clause information - Can be restored at any time - Dismissals are document-specific ### Adding Clauses to Your Library #### Add to Clause Library ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751988745306.png) **Process:** 1. Expand clause in the accordion 2. Click "Add to Clause Library" button 3. Dialog opens with clause details pre-populated 4. Customize name, category, and text as needed 5. Save to add to your organization's clause library **Library Benefits:** - Reuse good clauses found in documents - Standardize language across contracts - Share with team - Everyone can access added clauses - Build repository of proven contract language #### Add to Training Data **Training Data Purpose:** - Improve VISDOM accuracy for future analysis - Customize recognition for your organization's language - Enhance taxonomy performance over time **Training Process:** 1. Click "Add to Training Data" button 2. Select taxonomy this clause should train 3. Confirm clause categorization 4. Submit to improve AI learning ### Advanced Features #### Custom Taxonomy Analysis **When Available:** - Admin-configured - Custom taxonomies set up by administrators - Organization-specific - Tailored to your industry or needs - Specialized Analysis - Focus on specific legal areas or risks **Using Custom Taxonomies:** 1. Select from dropdown - Choose your custom taxonomy 2. Automatic re-analysis - AI processes document with new focus 3. Different results - May find different types of clauses 4. Specialized categories - Clause types specific to your taxonomy #### Persistent State Management **What Gets Remembered:** - **Dismissed clauses** - Per document, permanently stored - **Expanded states** - Which clauses you've opened - **Analysis results** - Cached for quick return to tab - **View preferences** - Active vs. dismissed view selection **Cross-Session Persistence:** - **Dismissals survive** - Document reopening preserves dismissals - **User-specific** - Your dismissals don't affect other users - **Document-linked** - Each document has separate dismissal history ### Troubleshooting Found Clauses #### No Clauses Found **Possible Causes:** - **Document too short** - Insufficient text for analysis - **No relevant content** - Document doesn't contain typical contract language - **Analysis still running** - May need more time for complex documents - **Network issues** - Connection problems with AI service **Solutions:** 1. **Wait for completion** - Complex documents take longer 2. **Check document content** - Ensure it contains contract-like text 3. **Try different taxonomy** - Different analysis types may find different content 4. **Refresh analysis** - Use refresh button to retry #### Incorrect Clause Identification **When AI Gets It Wrong:** - **False positives** - Text identified as clauses that aren't - **Missed clauses** - Important clauses not found - **Wrong categories** - Clauses categorized incorrectly **Correction Actions:** - **Dismiss false positives** - Remove incorrect identifications - **Add to training data** - Help AI learn correct categorization - **Try different taxonomy** - Different analysis focus may be more accurate - **Provide feedback** - Use training features to improve future results #### Performance Issues **Slow Analysis:** - **Large documents** - Take longer to process - **Network speed** - Affects AI service communication - **Server load** - Analysis service may be busy **Optimization:** - **Stable internet** - Ensure good connection - **Document size** - Consider splitting very large documents - **Patience** - Allow adequate time for thorough analysis #### Analysis Service Unavailable **Error Messages:** - "VISDOM document analysis is unavailable" - Connection timeout errors - Analysis failing to start **Recovery Steps:** 1. Check internet connection 2. Try refresh button multiple times 3. Wait and retry - Service may be temporarily down 4. Contact administrator - May be configuration or licensing issue ## 12. Swap Clauses - Clause Replacement and Improvement ### Swap Clauses Overview The Swap Clauses feature uses AI to analyze your document and identify clauses that could be improved by replacing them with standardized system clauses. This powerful tool helps upgrade contract language to current standards and ensures consistency across your organization. ![A screenshot of a swap clause AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751989351465.png) #### Main Components: - **Tab Header** - Shows count of clauses needing replacement - **Filter Controls** - Match percentage sliders and view toggles - **Active/Dismissed Toggle** - Switch between current and dismissed items - **Clause Accordion** - Expandable list showing clause comparisons - **Action Buttons** - Replace, redline, and comparison tools ### Understanding Swap Clause Analysis #### How Swap Clauses Works When you open the Swap Clauses tab: **VISDOM Analysis Process:** 1. Document Scan - VISDOM reads through your document text 2. Clause Identification - Finds existing clauses in your document 3. System Matching - Compares found clauses to standardized system clauses 4. Percentage Scoring - Calculates how closely they match (similarity score) 5. Replacement Suggestions - Recommends system clauses as improvements #### Match Percentage Scoring **Understanding the Percentages:** - **High Match (80-95%)** - Very similar clauses, minor improvements possible - **Medium Match (50-79%)** - Moderate differences, potential for enhancement - **Low Match (10-49%)** - Significant differences, major improvements available **Badge Colors:** - **Blue (Informative)** - 80%+ match, minor improvements - **Orange (Warning)** - 50-79% match, moderate improvements - **Red (Danger)** - Below 50% match, significant improvements needed ### Filtering and Display Controls #### Match Percentage Sliders ![A screenshot of a computer screen AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751989563695.png) **Dual Slider System:** - **Minimum Threshold** - Left slider sets lowest match percentage to show - **Maximum Threshold** - Right slider sets highest match percentage to show - **Dynamic Filtering** - Results update as you move sliders - **Percentage Display** - Shows current threshold values **Common Filter Scenarios:** - 10%-95% (Default): Shows all suggested replacements - 80%-95%: Focus on minor improvements only - 10%-50%: Show only clauses needing major improvements - 50%-80%: Medium-priority replacement opportunities #### View Mode Toggle **Active Items vs. Dismissed Items:** - **Active Items** - Current swap clause suggestions - **Dismissed Items** - Previously dismissed suggestions - **Toggle Button** - Click to switch between views - **Item Counts** - Shows how many items in each view ### Working with Clause Suggestions #### Accordion Display Format Each swap clause suggestion appears in an expandable accordion: ![A screenshot of a phone AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751989838949.png) **Header Information:** - **Clause Type** - Category of clause (e.g., "Liability Clause") - **Match Badge** - Percentage score with color coding - **Navigate Button** - Jump to clause location in document - **Dismiss Button** - Remove from active suggestions #### Expanded Clause Comparison When you expand a clause suggestion: **Content Display:** - **System Clause** - Recommended standardized language - **Found in Document** - Current clause text from your document - **Show More/Less** - For lengthy clauses, expand or collapse text - **Action Buttons** - Tools for replacing or comparing clauses **Text Truncation:** - **Long clauses** (over 200 characters) show truncated with "Show more" button - **Full text** revealed when expanded - **Show less** button collapses back to summary view ### Clause Comparison and Analysis #### Show Differences Feature ![A screenshot of a phone AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751989974141.png) **Redline Comparison Process:** 1. Click "Show Differences" button 2. Popup dialog opens with side-by-side comparison 3. Redline formatting shows: - Strikethrough text - Content being removed - Underlined text - Content being added - Color coding - Visual distinction between changes **When to Use Show Differences:** - Before replacing - See exactly what will change - Legal review - Understand impact of proposed changes - Training purposes - Learn differences between old and new language - Decision making - Determine if replacement is beneficial ### Replacing Clauses #### Replace in Document Process ![A blue rectangle with white text AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751990090346.png) **Replacement Steps:** 1. **Review comparison** - Understand what will change 2. **Click "Replace in Document"** button 3. **VISDOM locates clause** - Finds exact text in your document 4. **Text replacement** - Substitutes system clause for original 5. **Auto-dismiss** - Suggestion removed from active list ### Clause Location Technology #### How the System Finds Clauses: **Primary Method - Paragraph ID:** - Uses unique identifiers for precise location - Most reliable method for exact placement **Secondary Method - Paragraph Index:** - Uses paragraph position numbers - Backup when IDs aren't available **Fallback Method - Text Search:** - Searches for matching text content - Handles cases where structure has changed **Smart Search Features:** - **Full text search** - Looks for complete clause text first - **Chunk searching** - If full text fails, searches key portions - **Fuzzy matching** - Handles minor text variations #### Error Handling **When Replacement Fails:** **Common Error Messages:** - "Could not find clause in document" - Text may have been modified - "Error replacing clause" - Technical issue during replacement - Connection or permission errors **Recovery Options:** 1. **Manual replacement** - Copy system clause text and replace manually 2. **Use redline feature** - Insert comparison and make changes manually 3. **Refresh analysis** - Re-run analysis if document has changed 4. **Check document** - Ensure clause hasn't been deleted or heavily modified ### Managing Suggestions #### Dismissing Irrelevant Suggestions ![A close-up of a white background AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751990311806.png) **When to Dismiss:** 1. **False positives** - AI incorrectly identified clause for replacement 2. **Intentional language** - Your clause is purposely different 3. **Not applicable** - System clause doesn't fit your context 4. **Already reviewed** - Decided not to make changes **Dismissal Process:** 1. **Click dismiss button** (X icon) on clause header 2. **Suggestion disappears** from active list 3. **Stored persistently** - Dismissal remembered for this document 4. **Switch to "Dismissed Items"** to see dismissed suggestions #### Restoring Dismissed Suggestions **From Dismissed Items View:** ![A screenshot of a video chat AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751990406098.png) **Restoration Process:** 1. Switch to "Dismissed Items" view using toggle 2. Find dismissed suggestion you want to restore 3. Click restore button (circular arrow icon) 4. Suggestion returns to active items list Dismissed Item Information: - Shows dismissal timestamp - Maintains all original comparison data - Can be restored at any time - Dismissals are document-specific ### Advanced Features and Best Practices #### Strategic Use of Filters **Quality-Focused Workflow**: 1. Start with 80%-95% range - Quick wins, minor improvements 2. Review and replace high-confidence suggestions 3. Move to 50%-80% range - Medium-impact changes 4. Evaluate business value vs. effort for each change 5. End with 10%-50% range - Major improvements requiring careful review **Risk-Based Filtering:** High-Risk Documents: Focus on 80%-95% (safer changes) Standard Contracts: Use 50%-95% (balanced approach) Template Development: Review 10%-95% (comprehensive improvement) #### Integration with Document Workflow **Before Making Changes:** - Legal review - Have counsel approve significant clause changes - Business impact - Consider how changes affect contract terms - Stakeholder approval - Get necessary approvals before replacement - Version control - Save original version before making changes **After Replacement:** - Document review - Read through replaced clauses in context - Formatting check - Ensure consistent document appearance - Cross-reference - Verify clause changes don't conflict with other provisions - Final approval - Get necessary sign-offs on modified document #### Quality Assurance Process **Recommended Review Workflow:** - Show Differences for each potential replacement - Redline in Document for complex changes - Legal review of proposed modifications - Business review of impact on contract terms - Replace in Document after approvals - Final document review for consistency and accuracy ### Troubleshooting Swap Clauses #### No Suggestions Found **Possible Causes:** - Document already optimized - Clauses are already using standard language - Non-contract content - Document doesn't contain typical contract clauses - Analysis still processing - Large documents take time - Network issues - Connection problems with AI service **Solutions:** - Check document content - Ensure it contains contract language - Adjust filters - Try 10%-95% range to see all possibilities - Refresh analysis - Use refresh button to retry - Wait for completion - Allow time for thorough analysis #### Inaccurate Suggestions **When AI Gets It Wrong:** - **Inappropriate replacements** - System clause doesn't fit context - **Over-aggressive matching** - Low-quality suggestions - **Missing context** - AI doesn't understand specific business needs **Correction Actions:** - **Dismiss inappropriate suggestions** - Remove false positives - **Use higher thresholds** - Focus on 70%+ matches for better quality - **Review in context** - Always check how system clause fits document flow - **Legal review** - Have counsel evaluate AI suggestions #### Replacement Failures **Technical Issues:** - Text not found - Original clause may have been modified - Permission errors - Document may be protected or read-only - Network problems - Connection issues during replacement **Resolution Steps:** 1. Check document status - Ensure it's editable 2. Refresh document - Reload and try again 3. Manual replacement - Copy system clause and replace manually 4. Contact support - If technical issues persist #### Performance Optimization **For Large Documents:** - **Expect longer analysis** - Complex documents take more time - **Stable connection** - Ensure reliable internet during analysis - **Progressive replacement** - Replace clauses in batches, not all at once - **Regular saves** - Save document frequently during replacement process ## 13. Multi-Document Analysis ### Multi-Document Analysis Overview Multi-Document Analysis allows you to compare your current document with additional uploaded files to identify similarities and differences in clause content. This powerful feature helps ensure consistency across contracts and identify potential issues or improvements. ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751995090644.png) #### Main Components: - Tab Header - Information about the feature and instructions - File Upload Section - Add additional documents for comparison - Document Selection - Include/exclude uploaded files from analysis - Clause Comparison Results - Accordion view showing clause differences - Badge System - Visual indicators for clause status across documents ### Getting Started with Multi-Document Analysis #### Supported File Types The system supports two types of file uploads: **Supported Formats:** - Plain Text Files (.txt) - Direct text extraction - Word Documents (.docx) - Text extraction using advanced parsing - Multiple Files - Upload several documents simultaneously - File Size Limits - Check with administrator for size restrictions #### Initial Setup Process When you first open the Multi-Document Analysis tab: ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751995809602.png) **Automatic Process:** 1. **Current Document Analysis** - AI analyzes your open document for clauses 2. **Ready State** - Interface shows "No files uploaded yet" until you add documents 3. **Upload Preparation** - System ready to accept additional files for comparison ### Uploading Documents for Comparison #### File Upload Process ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751995952508.png) **Upload Steps:** 1. Click "Choose Files" button 2. Select multiple files using file browser (.txt or .docx) 3. Analysis starts automatically - AI extracts text and identifies clauses 4. Progress indicator shows "Analyzing..." during processing 5. Checkbox list appears with uploaded documents #### Upload Analysis Results Each uploaded document shows: **Document Information Display:** - **File Name** - Original filename of uploaded document - **Clause Count** - Number of clauses found (e.g., "- (15 clauses)") - **Checkbox** - Include/exclude from comparison - **Auto-Include** - New uploads are included by default **Analysis Process:** - **Text Extraction** - System reads document content - **VISDOM Clause Detection** - Identifies legal provisions and important clauses - **Categorization** - Groups clauses by type for comparison - **Error Handling** - Unsupported files show appropriate messages ### Managing Document Selection #### Document Inclusion Controls ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751996092073.png) **Selection Features:** - Current Document - Always included when clauses are available - Uploaded Documents - Individual checkboxes for each file - Dynamic Updates - Comparison updates when selections change - Minimum Requirement - Need at least 2 documents for comparison #### Document Status Indicators **Checkbox States:** - ✅ Checked - Document included in comparison - ❌ Unchecked - Document excluded from comparison - Auto-checking - New uploads automatically included **Document Information:** - Contract_Template.docx - (23 clauses) ✅ - Vendor_Agreement.txt - (18 clauses) ✅ - Service_Contract.docx - (0 clauses) ❌ ### Understanding Comparison Results #### Automatic Comparison Execution **When Comparison Runs:** - **File Upload** - Automatically after new files are analyzed - **Selection Changes** - When documents are included/excluded - **Current Document Updates** - When current document analysis changes - **Real-time Updates** - No manual "Compare" button needed #### Accordion Results Display Results appear in an expandable accordion format: ![A white background with black text AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751996242370.png) **Accordion Structure:** - **Header** - Clause name and status badge - **Expandable Content** - Detailed comparison of clause text across documents - **Color-coded Cards** - Visual indicators for each document's clause status - **Similarity Scores** - Percentage match between clause versions ### Badge System and Status Indicators #### Understanding Badge Colors Each clause category shows a colored badge indicating overall status: ![A green rectangle on a white background AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751996295977.png) **Badge Colors:** - 🟢 **Green (Success)** - Clause present in all documents and matches exactly - 🟡 **Yellow (Warning)** - Clause present but differences detected between versions - 🔴 **Red (Danger)** - Clause missing from at least one document #### Badge Determination Logic **Green Badge Criteria**: - Clause exists in all selected documents - Text content matches exactly (or 99%+ similarity) - Consistent language across all documents **Yellow Badge Criteria:** - Clause exists in all documents - Text differences detected between versions - Similarity score below 99% but above threshold **Red Badge Criteria:** - Clause missing from one or more documents - Indicates potential gaps in contract coverage ### Detailed Clause Comparison #### Expandable Clause Details When you expand a clause in the accordion: ![A screenshot of a phone AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751996463367.png) **Information Displayed:** - **Document Cards** - One card per document showing clause content - **Color-coded Backgrounds** - Visual indication of clause status - **Similarity Scores** - Percentage match compared to reference document - **Diff Highlighting** - Visual markup showing specific differences #### Document Card Colors **Card Background Colors:** - **Light Green (#f9fff9)** - Clause matches reference perfectly - **Light Yellow (#fffbe6)** - Clause present but differences detected - **Light Red (#fff9f9)** - Clause missing from this document #### Text Comparison Features **Diff Highlighting:** - **Green Background** - Text added in this version - **Red Background + Strikethrough** - Text removed from reference - **Normal Text** - Text that matches reference - **Similarity Percentage** - Numeric score (e.g., "87% similar") #### Show More/Less Functionality For lengthy clauses: - **Truncation** - First 200 characters shown by default - **"Show more" button** - Reveals complete clause text - **"Show less" button** - Collapses back to summary view - **Per-document control** - Expand/collapse individual document cards ### Advanced Analysis Features #### Similarity Scoring Algorithm The system uses sophisticated algorithms to determine clause similarity: **Jaccard Index Calculation:** - **Text Normalization** - Removes punctuation, standardizes spacing - **Word Tokenization** - Breaks text into individual words - **Set Comparison** - Calculates word overlap between clauses - **Percentage Score** - Intersection ÷ Union of word sets #### Similarity Thresholds: - **99-100%** - Essentially identical (green status) - **95-98%** - Very similar with minor differences - **80-94%** - Similar with notable differences - **Below 80%** - Significant differences (yellow warning) #### Reference Document Logic **Reference Selection:** - **First Document with Text** - Used as comparison baseline - **Consistent Comparison** - All other documents compared to reference - **Difference Highlighting** - Shows changes relative to reference version ### Practical Use Cases #### Contract Template Validation **Scenario:** Ensure all contracts use consistent clause language **Process:** 1. Upload multiple contracts of the same type 2. Review yellow and red badges for inconsistencies 3. Identify clauses that need standardization 4. Update templates based on findings #### Vendor Agreement Comparison **Scenario**: Compare agreements with different vendors **Process:** 1. Upload agreements from multiple vendors 2. Identify missing clauses (red badges) 3. Review different terms (yellow badges) 4. Negotiate consistent terms across vendors #### Contract Evolution Tracking **Scenario:** Track how contract language has changed over time **Process:** 1. Upload different versions of the same contract 2. Review similarity scores to see extent of changes 3. Use diff highlighting to identify specific modifications 4. Ensure important clauses haven't been lost ### Error Handling and Limitations #### Unsupported File Types **Error Messages:** - "[Unsupported file type: only .txt and .docx supported]" - "[Failed to extract text from Word document]" **Resolution:** 1. Convert files to supported formats (.txt or .docx) 2. Save as plain text from original application 3. Check file corruption if extraction fails #### Analysis Failures **When Analysis Fails:** - **Network issues** - Connection problems with AI service - **File corruption** - Damaged or unreadable files - **Service unavailable** - Visdom analysis service offline **Recovery Options:** 1. **Retry upload** - Try uploading files again 2. **Check network** - Ensure stable internet connection 3. **Refresh analysis** - Use refresh button on tab 4. **Contact support** - If persistent issues occur #### No Clauses Found **Possible Causes:** - **Non-contract content** - Document doesn't contain legal language - **Unsupported format** - Text extraction failed - **Short documents** - Insufficient text for clause detection **Solutions:** 1. Verify content - Ensure documents contain contract language 2. Check extraction - Verify text was properly extracted 3. Try different files - Use documents with clear legal provisions ### Performance Considerations #### Upload Optimization **File Size Management:** - **Smaller files** process faster - **Multiple small files** better than few large files - **Text files** process faster than Word documents **Batch Processing:** - **Upload in batches** if processing many files - **Monitor progress** - Wait for analysis completion before adding more - **Network stability** - Ensure consistent internet connection #### Comparison Efficiency **Document Selection Strategy:** - **Uncheck irrelevant files** - Exclude documents that don't add value - **Focus on similar types** - Compare like documents for better results - **Limit total documents** - Too many may slow interface ## 14. Sentiment Analysis (Visdom+ Only) ### Sentiment Analysis Overview Sentiment Analysis is an advanced VISDOM AI feature that utilizes [VISDOM+](/v1/docs/visdom-2) to analyze your document to identify positive, neutral, and negative language patterns by party or contract section. This powerful tool helps you understand the emotional tone and potential negotiation stance reflected in contract language. ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751998405317.png) **Main Components:** - **Tab Header** - Shows count of sentiment indicators found - **Filter Controls** - Sentiment level and party selection dropdowns - **View Mode Toggle** - Switch between Active and Dismissed items - **Accordion Results** - Expandable cards showing sentiment findings - **Badge System** - Color-coded sentiment indicators ### License Requirements #### Visdom+ License Required Sentiment Analysis is a premium feature that requires specific licensing: **License Check:** - **VISDOM+ Component** - Must be licensed and available - **License Detection** - System automatically checks availability - **Error Message** - "Sentiment analysis requires VISDOM+ license" if not available **If You Don't Have Access:** - **Contact Administrator** - Request VISDOM+ licensing - **Check License Status** - Verify with Contract Insight administrator - **Alternative Features** - Use Found Clauses or other analysis tools ### Understanding Sentiment Analysis #### What Gets Analyzed VISDOM+ examines your document for: **Sentiment Indicators:** - **Positive Language** - Favorable terms, cooperative language, beneficial clauses - **Neutral Language** - Standard contract provisions, balanced terms - **Negative Language** - Restrictive terms, penalties, unfavorable conditions **Party-Based Analysis:** - **Specific Parties** - Language favoring or disfavoring particular parties - **Contractual Relationships** - How terms affect different parties - **Negotiation Positions** - Strong vs. weak positioning in clauses ### Automatic Analysis Process When you open the Sentiment tab: ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751999067091.png) #### Processing Steps: 1. **Document Scan** - AI reads through all document text 2. **Party Identification** - Recognizes contract parties and roles 3. **Language Analysis** - Evaluates tone and sentiment of provisions 4. **Categorization** - Groups findings by sentiment type and party 5. **Results Display** - Shows findings in organized accordion format ### Filter Controls and Navigation #### Sentiment Level Filtering ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751999185710.png) **Filter Options:** - **All** - Shows all sentiment indicators (default) - **Positive** - Only favorable/beneficial language - **Neutral** - Balanced or standard contract language - **Negative** - Restrictive or unfavorable language **Dynamic Filtering:** - **Real-time Updates** - Results filter immediately when selection changes - **Count Updates** - Header shows count of visible items - **Combined Filters** - Works with party filtering for precise results #### Party-Based Filtering **Viewing Options:** - **All** - Shows sentiment for all parties (default) - **Specific Parties** - Individual party names detected in document - **Dynamic List** - Party options populate based on document analysis **Party Detection:** - **Automatic Recognition** - AI identifies contract parties from document text - **Role-Based Analysis** - Understands different party positions - **Multi-Party Support** - Handles complex contracts with multiple parties ### Sentiment Results Display #### Badge System and Color Coding Each sentiment finding shows a colored badge indicating the type: ![Picture 1, Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751999333535.png) #### Badge Colors: - 🟢 Green (Success) - Positive/Favorable sentiment - 🔵 Blue (Informative) - Neutral sentiment - 🔴 Red (Danger) - Negative/Unfavorable sentiment #### Accordion Card Format Results appear in expandable cards showing detailed information: ![A screenshot of a phone AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751999371801.png) **Card Header:** - **Party Name** - Which party the sentiment relates to - **Navigation Button** - Jump to location in document - **Dismiss Button** - Remove from active results **Expanded Content:** - **Sentiment Badge** - Color-coded sentiment indicator - **Reasoning Section** - AI explanation of why this sentiment was identified - **Clause Text** - Full text of the clause containing the sentiment #### Text Display Features **Smart Text Truncation:** - **First 200 characters** shown by default for long clauses - **"Show more"** button reveals complete clause text - **"Show less"** button collapses back to summary - **Per-card control** - Expand/collapse individual findings ### Understanding Sentiment Findings #### Reasoning Analysis Each sentiment finding includes AI reasoning explaining the classification: ![A screenshot of a computer screen AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751999535653.png) **Reasoning Examples:** - **Positive:** "This clause provides favorable termination rights to the customer with minimal restrictions" - **Neutral:** "Standard force majeure clause with balanced provisions for both parties" - **Negative:** "This liability limitation heavily favors the vendor while exposing the customer to significant risk" #### Context and Party Impact **Understanding Results:** - **Party-Specific** - Sentiment is analyzed from each party's perspective - **Clause Context** - Considers how language affects contractual relationships - **Business Impact** - Identifies provisions that may affect negotiation or risk ### Navigation and Document Integration #### View in Document Feature ![A black and white icon AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751999635915.png) **Navigation Process:** 1. Click navigation button (magnifying glass icon) on any sentiment finding 2. Document scrolls to exact location of the sentiment-bearing clause 3. Text highlighting shows the specific clause content 4. Context understanding - See sentiment within document flow **Navigation Benefits**: - **Precise Location** - Jumps directly to relevant clause - **Full Context** - Understand sentiment within surrounding content - **Verification** - Confirm AI correctly identified sentiment - **Quick Reference** - Easy switching between analysis and document ### Managing Sentiment Results #### Active vs. Dismissed Views ![Picture 1, Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1751999790782.png) **Toggle Functions:** - **"Active Items"** - Current sentiment findings (default view) - **"Dismissed Items"** - Previously dismissed findings - **Item Counts** - Shows number of findings in each view #### Dismissing Irrelevant Findings **When to Dismiss:** - **False Positives** - AI incorrectly identified neutral language as sentiment-laden - **Expected Language** - Standard provisions that don't require attention - **Already Addressed** - Provisions you've already reviewed or negotiated - **Out of Scope** - Sentiment not relevant to your current analysis goals **Dismissal Process:** 1. Click dismiss button (X icon) on any sentiment finding 2. Finding disappears from active view 3. Persistent storage - Dismissal remembered for this document 4. Switch to "Dismissed Items" to see dismissed findings #### Restoring Dismissed Findings **From Dismissed Items View**: ![Picture 1, Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752000107037.png) **Restoration Process:** 1. Switch to "Dismissed Items" view using toggle button 2. Find dismissed sentiment you want to restore 3. Click restore button (circular arrow icon) 4. Finding returns to active items list ### Practical Applications #### Contract Negotiation Preparation **Use Case:** Preparing for contract negotiations **Workflow:** 1. Run sentiment analysis on proposed contract 2. Filter by "Negative" to identify unfavorable terms 3. Review reasoning to understand AI's assessment 4. Prepare negotiation points for identified issues 5. Filter by parties to see imbalanced provisions #### Risk Assessment **Use Case:** Evaluating contract risk exposure **Workflow**: 1. Review negative sentiment findings first 2. Analyze party-specific disadvantageous language 3. Navigate to clauses for detailed review 4. Document risk areas for legal review 5. Cross-reference with high-risk findings from other tabs #### Contract Quality Review **Use Case:** Improving contract language quality **Workflow**: 1. Identify imbalanced sentiment across parties 2. Review neutral findings for improvement opportunities 3. Compare positive examples for best practices 4. Standardize language based on sentiment patterns 5. Build templates incorporating balanced sentiment ### Advanced Features #### Multi-Party Analysis For complex contracts with multiple parties: **Party Relationship Analysis:** - **Individual Party Views** - Filter to see sentiment from each party's perspective - **Comparative Analysis** - Switch between parties to identify imbalances - **Relationship Dynamics** - Understand how language affects different relationships #### Combined Filter Analysis **Strategic Filtering Combinations:** - Negative + Specific Party = Risk areas for that party - Positive + All Parties = Generally favorable provisions - Neutral + Filter Review = Standard language to potentially improve ### Troubleshooting Sentiment Analysis #### No Results Found **Possible Causes:** - **Document lacks sentiment** - Very neutral, technical language - **Analysis still processing** - Complex documents take time - **Service unavailable** - Network or VISDOM+ service issues - **Insufficient content** - Document too short for meaningful analysis **Solutions:** 1. **Wait for completion** - Allow analysis to finish 2. **Check document content** - Ensure it contains evaluative language 3. **Refresh analysis** - Use refresh button to retry 4. **Verify service status** - Check VISDOM+ availability #### Inaccurate Sentiment Classification **When AI Gets It Wrong:** - **Context misunderstanding** - AI misses business context - **Industry-specific language** - Specialized terms misinterpreted - **Complex provisions** - Multi-faceted clauses with mixed sentiment **Correction Actions:** 1. **Dismiss false positives** - Remove incorrect classifications 2. **Focus on high-confidence results** - Start with clear sentiment indicators 3. **Manual review** - Verify AI findings with human analysis 4. **Document patterns** - Note common misclassifications for feedback #### Performance Issues **Slow Analysis:** - **Large documents** - Take longer to process - **Complex language** - Nuanced provisions require more analysis time - **Network connectivity** - Affects AI service communication **Optimization:** - **Stable internet** - Ensure consistent connection - **Document preparation** - Clean, well-formatted documents analyze better - **Patience** - Allow adequate time for thorough sentiment analysis #### Service Availability **Error Messages:** - "Sentiment analysis requires VISDOM+ license" - "Visdom services are unavailable" - "Visdom document analysis is unavailable" **Recovery Steps:** 1. **Check licensing** - Verify VISDOM+ is properly licensed 2. **Refresh analysis** - Use refresh button multiple times 3. **Network check** - Ensure stable internet connection 4. **Contact administrator** - May be configuration or service issue ## 15. High Risk Findings (Visdom+ Only) ### High Risk Findings Overview High Risk Findings is a feature that utilizes [VISDOM+](/v1/docs/visdom-2) to analyze your document to identify non-standard language, uncommon clauses, and high-risk elements that could pose legal or business risks. This premium tool helps you proactively identify potential issues before they become problems. ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752000912330.png) **Main Components:** 1. **Tab Header** - Shows count of high risk findings identified 2. **Risk Type Filter** - Filter by specific types of risk findings 3. **View Mode Toggle** - Switch between Active and Dismissed items 4. **Accordion Results** - Expandable cards showing detailed risk analysis 5. **High Risk Badges** - Red danger indicators for all findings ### License Requirements #### VISDOM+ License Required High Risk Findings is a premium feature that requires specific licensing. License Check: - **VISDOM+ Component** - Must be licensed and available - **Automatic Detection** - System checks license availability - **Error Message** - "High risk analysis requires VISDOM+ license" if not licensed **If You Don't Have Access:** - **Contact Administrator** - Request Visdom+ licensing - **Verify License Status** - Check with Contract Insight administrator - **Alternative Analysis** - Use Found Clauses or Sentiment Analysis tools ### Understanding Risk Analysis Types #### What Gets Analyzed The AI system examines your document for several categories of risk: **Risk Categories:** - Non-Standard Language - Unusual or irregular contract language - Uncommon Clauses - Rare or specialized provisions - Combined Risks - Clauses that are both non-standard AND uncommon #### Risk Classification Logic **Non-Standard Language:** - Language that deviates from typical contract provisions - Unusual terminology or phrasing - Potentially confusing or ambiguous language **Uncommon Clauses:** - Rarely seen provisions in standard contracts - Specialized terms specific to certain industries - Experimental or innovative contract language **Combined Risk:** - Clauses flagged for both non-standard language AND uncommon content - Highest risk category requiring careful review #### Automatic Analysis Process When you open the High Risk Findings tab: ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752001213140.png) **Processing Steps**: 1. **Document Scan** - AI reads through all document text 2. **Language Comparison** - Compares against standard contract language database 3. **Clause Evaluation** - Identifies unusual or risky provisions 4. **Risk Categorization** - Classifies findings by risk type 5. **Results Display** - Shows findings with detailed reasoning ### Filter Controls and Navigation #### Risk Type Filtering ![A white rectangular object with a black border AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752001292403.png) **Filter Options:** - **All Findings** - Shows all risk categories (default) - **Contains Non Standard Language** - Only non-standard language findings - **Uncommon Clause** - Only uncommon clause findings - **Dynamic Counts** - Shows number of findings in each category **Filter Examples:** - All Findings (12) - Shows all 12 risk findings - Contains Non Standard Language (5) - Shows 5 non-standard language findings - Uncommon Clause (8) - Shows 8 uncommon clause findings - Combined Category (1) - Finding flagged for both risks #### View Mode Toggle ![Picture 1, Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752001440900.png) **Toggle Functions:** - **"Active Items"** - Current risk findings requiring attention - **"Dismissed Items"** - Previously dismissed findings - **Item Counts** - Number of findings in each view - **Quick Switch** - One-click toggle between views ### Risk Findings Display #### Accordion Card Format Each risk finding appears in an expandable accordion card: ![A screenshot of a phone AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752001514963.png) **Card Header:** - **Category Name** - Type of clause or provision (e.g., "Liability Clause") - **Navigation Button** - Jump to finding location in document - **Dismiss Button** - Remove from active findings list **Card Badge:** - **Red "High Risk" Badge** - All findings marked as high risk - **Danger Color** - Visual emphasis on risk level - **Full Width** - Prominent display for attention #### Expanded Card Content When you expand a risk finding: ![A screenshot of a phone AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752001610614.png) **Detailed Information:** 1. **Risk Type** - Specific classification of the risk 2. **Reasoning Section** - AI explanation of why this is flagged as risky 3. **Finding Text** - Complete clause text that triggered the risk flag 4. **Show More/Less** - Text expansion for lengthy content #### Risk Type Classification Display **Risk Type Examples:** - **"Contains Non Standard Language"** - For unusual language patterns - **"Uncommon Clause"** - For rarely seen provisions - **"Contains Non Standard Language & Uncommon Clause"** - For combined risks #### AI Reasoning Analysis Each finding includes detailed AI reasoning explaining the risk classification: ![A close-up of a message AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752001737565.png) **Reasoning Examples:** - **Non-Standard:** "This clause uses unusual termination language that deviates from standard industry practices" - **Uncommon:** "This provision is rarely found in typical commercial contracts and may create enforcement issues" - **Combined:** "This clause contains both non-standard language and uncommon provisions that significantly increase legal risk" ### Document Navigation ![Picture 1, Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752001833560.png) **Navigation Process:** 1. **Click navigation button** (magnifying glass icon) on any finding 2. **Document scrolls** to exact location of the risky clause 3. **Text highlighting** shows the specific problematic content 4. **Context review** - See risk finding within document flow **Navigation Benefits:** - **Precise Location** - Jumps directly to problematic clause - **Context Understanding** - View risk within surrounding content - **Verification** - Confirm AI correctly identified risky language - **Quick Reference** - Easy switching between analysis and document ### Managing Risk Findings #### Dismissing Findings **When to Dismiss:** - **False Positives** - AI incorrectly flagged standard language as risky - **Intentional Language** - Specialized terms appropriate for your industry - **Acceptable Risk** - Risk identified but acceptable for business reasons - **Already Addressed** - Risk reviewed and mitigated elsewhere **Dismissal Process:** 1. Click dismiss button (X icon) on any risk finding 2. Finding disappears from active view 3. Persistent Storage - Dismissal remembered for this document 4. Switch to "Dismissed Items" to see dismissed findings #### Restoring Dismissed Findings **From Dismissed Items View:** ![Picture 1, Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752002004317.png) **Restoration Process:** 1. **Switch to "Dismissed Items"** view using toggle button 2. **Find dismissed risk finding** you want to restore 3. **Click restore button** (circular arrow icon) 4. **Finding returns** to active items list 5. **Dismissal timestamp** shows when originally dismissed ### Practical Risk Management Applications #### Contract Review Workflow **Use Case:** Comprehensive contract risk assessment **Workflow:** 1. **Run high risk analysis** on contract under review 2. **Review all findings** to understand potential risks 3. **Filter by risk type** to focus on specific categories 4. **Navigate to clauses** for detailed examination 5. **Consult legal counsel** on significant risk findings 6. **Negotiate or modify** problematic language #### Template Quality Assurance **Use Case:** Improving standard contract templates **Workflow:** 1. **Analyze existing templates** for risk patterns 2. **Identify common risk findings** across multiple templates 3. **Review AI reasoning** to understand why language is flagged 4. **Standardize language** to reduce risk indicators 5. **Create cleaner templates** with fewer risk findings #### Due Diligence Process **Use Case:** Contract acquisition or review process **Workflow:** 1. **Batch analyze** multiple contracts for risk assessment 2. **Prioritize review** based on high risk findings count 3. **Focus legal resources** on contracts with most risk findings 4. **Document risk patterns** for stakeholder reporting 5. **Make informed decisions** based on risk analysis ### Advanced Analysis Features #### Combined Risk Analysis For findings flagged with multiple risk types: **Understanding Combined Risks:** - **Higher Priority** - Deserve immediate attention - **Compounded Issues** - Multiple risk factors in single clause - **Review Priority** - Address these findings first #### Risk Pattern Recognition **Identifying Patterns**: - **Common Language Issues** - Recurring non-standard language across documents - **Frequent Uncommon Clauses** - Unusual provisions appearing regularly - **Industry-Specific Risks** - Risk patterns specific to your business sector ### Integration with Legal Review Process #### Workflow Integration **Before Legal Review:** 1. Run risk analysis to identify potential issues 2. Filter and prioritize based on risk types 3. Prepare questions about flagged provisions 4. Document risk areas for focused legal discussion **During Legal Review:** 1. Navigate to flagged clauses during review sessions 2. Discuss AI reasoning with legal counsel 3. Evaluate risk tolerance for each finding 4. Make informed decisions about language modifications **After Legal Review:** 1. Dismiss acceptable risks that legal counsel approved 2. Track modification decisions for similar future contracts 3. Update templates based on risk analysis insights 4. Document best practices for risk management ### Troubleshooting High Risk Findings #### No Findings Found **Possible Causes:** - **Low-risk document** - Document contains only standard language - **Analysis still processing** - Complex documents take time - **Service unavailable** - VISDOM+ service connection issues - **Insufficient content** - Document too short for meaningful analysis **Solutions:** 1. **Wait for completion** - Allow analysis to finish processing 2. **Check document content** - Ensure it contains substantive contract language 3. **Refresh analysis** - Use refresh button to retry 4. **Verify service status** - Check VISDOM+ service availability #### Excessive False Positives **When AI Over-Flags:** - **Industry-specific language** - Specialized terms flagged as non-standard - **Organization standards** - Internal language patterns flagged as unusual - **Regional variations** - Local legal language flagged as uncommon **Management Strategies:** 1. **Dismiss inappropriate findings** - Remove false positives systematically 2. **Pattern recognition** - Note common false positive types 3. **Legal consultation** - Verify AI findings with counsel 4. **Feedback documentation** - Track patterns for potential system improvements #### Performance Issues **Slow Analysis:** - **Large documents** - Complex contracts take longer to analyze - **Network connectivity** - Affects AI service communication - **Service load** - Analysis service may be busy **Optimization:** - **Stable internet connection** - Ensure consistent connectivity - **Document preparation** - Clean, well-formatted documents analyze better - **Patience** - Allow adequate time for thorough risk analysis #### Service Availability **Error Messages:** - "High risk analysis requires VISDOM+ license" - "Visdom services are unavailable" - "Visdom document analysis is unavailable" **Recovery Steps:** - **Check licensing** - Verify Visdom+ is properly licensed - **Refresh analysis** - Use refresh button multiple times - **Network diagnostics** - Check internet connection stability - **Administrator contact** - May be configuration or service issue ## 16. Terms Explorer ### Terms Explorer Overview Terms Explorer is a feature that analyzes your document to identify and categorize important terms, definitions, and key concepts. This tool helps you understand the terminology used in your contract and ensures consistency in language usage throughout the document. ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752003146638.png) **Main Components:** - **Tab Header** - Shows count of terms identified in document - **Term Categories** - Filter by different types of terms (definitions, key terms, etc.) - **Search and Filter** - Find specific terms or categories - **Terms List** - Organized display of identified terms - **Definition Display** - Shows term definitions and context ### Understanding Term Analysis #### What Gets Analyzed The Terms Explorer examines your document for various types of important terminology: **Term Categories:** - **Defined Terms** - Terms explicitly defined in the document - **Key Business Terms** - Important business concepts and terminology - **Legal Terms** - Legal concepts and provisions - **Technical Terms** - Industry-specific or technical terminology - **Financial Terms** - Monetary and financial concepts #### Automatic Analysis Process When you open the Terms Explorer tab: ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752003363851.png) **Processing Steps:** 1. **Document Scan** - System reads through all document text 2. **Term Identification** - Identifies important terms and concepts ### Terms Display and Organization #### Term Entry Format Each term entry displays comprehensive information: ![A white background with black and white clouds AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752003415719.png) **Term Information:** - **Term Name** - The identified term or phrase - **Usage Count** - Number of times term appears - **Navigate Button** - Jump to first occurrence in document ### Navigation and Document Integration #### Navigate to Term Usage ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752003488052.png) **Navigation Process:** 1. Click navigation button on any term entry 2. Document scrolls to first occurrence of the term 3. Text highlighting shows the term in context 4. Multiple occurrences - Navigate through all uses of the term #### Term Usage Context **Understanding Term Context:** - **Definition Location** - Where term is first defined - **Primary Usage** - Main context where term appears - **Usage Frequency** - How often term is referenced ### Search and Filter Features #### Term Search ![A white rectangular object with black text AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752003593067.png) **Search Capabilities:** - **Text Search** - Find terms by name or partial text - **Real-time Results** - Results update as you type - **Case Insensitive** - Finds terms regardless of capitalization ### Practical Applications #### Contract Review and Analysis **Use Case:** Comprehensive contract terminology review **Workflow:** 1. **Review all defined terms** - Ensure definitions are complete and clear 2. **Check for missing definitions** - Identify terms that should be defined 3. **Verify consistency** - Ensure terms are used consistently throughout 4. **Navigate to usage** - Review how terms are used in context 5. **Document improvements** - Note areas where definitions need clarification #### Contract Negotiation Preparation **Use Case**: Preparing for contract negotiations **Workflow:** 1. **Identify key business terms** - Focus on commercially important terminology 2. **Review financial terms** - Understand monetary and payment concepts 3. **Analyze party definitions** - Ensure clear understanding of roles 4. **Check legal terms** - Verify understanding of legal concepts 5. **Prepare questions** - Identify terms needing clarification #### Template Development **Use Case**: Creating standardized contract templates **Workflow:** 1. **Extract common terms** - Identify frequently used terminology 2. **Standardize definitions** - Create consistent definition language 3. **Build glossary** - Develop standard term definitions 4. **Check completeness** - Ensure all important terms are defined 5. **Template integration** - Include standard terms in new templates ### Troubleshooting Terms Explorer #### No Terms Found **Possible Causes:** - **Non-contract content** - Document doesn't contain typical contract terminology - **Very short document** - Insufficient text for meaningful term analysis - **Unusual format** - Document structure prevents term identification - **Analysis still processing** - Complex documents take time **Solutions:** 1. **Verify document content** - Ensure it contains contract-like language 2. **Check document length** - Very short documents may not have identifiable terms 3. **Wait for completion** - Allow analysis to finish processing 4. **Refresh analysis** - Try reloading the terms analysis #### Performance Issues **Slow Analysis:** - **Large documents** - Complex contracts take longer to analyze - **Network connectivity** - Affects analysis service communication - **Complex terminology** - Documents with specialized language take more time **Optimization:** - **Stable internet connection** - Ensure consistent connectivity - **Document preparation** - Well-formatted documents analyze better - **Reasonable expectations** - Allow adequate time for thorough analysis ## 17. Document History ### Document History Overview Document History provides a comprehensive record of document activities and actions performed through the CobbleStone add-in. This feature helps you track document interactions with Contract Insight records, maintain an audit trail, and understand the document's lifecycle. ![A screenshot of a document history AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752004059852.png) **Main Components:** - **Document Status Card** - Shows current linking status and record information - **Activity Table** - Chronological list of document actions - **Action Icons** - Visual indicators for different activity types - **Clear History Button** - Option to remove all history entries ### Document Status Information #### Linked Document Display When your document is linked to a Contract Insight record: ![A close-up of a message AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752008013394.png) **Status Information**: - **Status Badge** - Green "Linked" indicator - **Record Details** - Name/title of linked record - **Record Type** - Contract, Company, Purchase Order, etc. - **Link Date** - When the document was originally linked #### Unlinked Document Display When your document is not linked to any record: ![A yellow and black text AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752008101491.png) **Status Information**: - **Status Badge** - Yellow "Not Linked" warning - **Explanation** - "This document is not currently linked to any record" - **Action Prompt** - Encourages user to link document for full functionality ### Activity Tracking and Display #### Activity Types and Icons The system tracks various document activities with specific icons and colors: **Activity Categories:** - 📄 **Link** - Document linked to a record (Green badge) - 🗑️ **Unlink** - Document unlinked from a record (Red badge) - 📤 **Upload** - Document uploaded to Contract Insight (Blue badge) - 📤 **Upload & Link** - Document uploaded and linked (Brand badge) #### Table Structure History entries are displayed in a two-column table format: **Column Layout:** - **Activity Column** - Shows action icon and colored badge - **Details Column** - Record information, user, and timestamp #### Entry Details Format Each history entry contains comprehensive information: **Entry Information:** - **Record Title/ID** - Name or ID number of the related record - **User Attribution** - Who performed the action - **Timestamp** - Exact date and time (formatted as "Mon DD, YYYY HH:MM AM/PM") - **Visual Hierarchy** - Record title prominent, details below ### Understanding Activity History #### Link Activities **Document Linking:** - **When Recorded:** Document is connected to a Contract Insight record - **Information Captured:** Record title, user who linked, exact timestamp - **Visual Indicator:** Green "link" badge with document link icon **Document Unlinking:** - **When Recorded:** Document connection to record is removed - **Information Captured:** Which record was unlinked, user, timestamp - **Visual Indicator:** Red "unlink" badge with delete icon #### Upload Activities **Standard Upload:** - **When Recorded****:** Document file uploaded to Contract Insight - **Information Captured****:** Target record, user, upload timestamp - **Visual Indicator:** Blue "upload" badge with upload arrow icon **Upload & Link:** - **When Recorded:** Document uploaded and linked in single action - **Information Captured:** Record details, user, timestamp - **Visual Indicator:** Brand-colored "upload & link" badge ### History Management Features #### Chronological Organization History entries are automatically organized by recency: **Display Order:** - **Most Recent First** - Latest activities appear at the top - **Automatic Sorting** - No manual organization required - **Complete Timeline** - All activities since first add-in use #### Clear History Function ![Picture 1, Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752067767687.png) **Clear History Process:** 1. **Button Location** - Appears at bottom when history exists 2. **Confirmation** - System confirms before clearing 3. **Complete Removal** - All history entries removed 4. **No Recovery** - Cleared history cannot be restored **When to Clear History:** - **Privacy Concerns** - Remove activity traces - **Fresh Start** - Clean slate for document tracking - **Testing Purposes** - Clear test activities - **Performance** - Reduce stored data (rarely necessary) ### Empty State Display #### No History Available When no document activities have been recorded: ![A screen shot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752071228519.png) **Empty State Features:** - **Document Icon** - Visual indicator for empty state - **Explanatory Text** - "No document activity history found" - **Guidance Message** - Explains what actions will be recorded - **User Education** - Helps users understand the feature ### Technical Implementation Details #### Data Storage **Local Storage:** - **Browser-based** - History stored in browser local storage - **Document-specific** - Each document has separate history - **User-specific** - History tied to individual user sessions - **Persistent** - Survives browser sessions until cleared **Data Format** Each history entry contains: { action: "link" | "unlink" | "upload" | "upload & link", recordId: "12345", recordTitle: "Contract Name", user: "username", timestamp: "2024-01-15T10:30:00Z" } ### Integration with Other Features #### Document Context Integration **Relationship to Linking:** - **Automatic Recording** - Link/unlink actions automatically create history entries - **Status Consistency** - Status card reflects most recent linking activity - **Cross-Reference** - History explains current document state ### Troubleshooting Document History #### Missing History Entries **Possible Causes:** - **Browser Issues** - Local storage problems or corruption - **Session Problems** - Activities performed in different browser sessions - **Add-in Reinstallation** - History cleared during reinstall - **Manual Clearing** - History intentionally cleared previously **Solutions:** - **Check Browser Storage** - Ensure local storage is enabled - **Consistent Browser Use** - Use same browser/profile for activities - **Document Current Activity** - Note activities for manual tracking if needed #### Incorrect Timestamps **Common Issues:** - **Time Zone Differences** - Timestamps may show in different time zones - **System Clock** - Based on local computer time settings - **Date Format** - May vary based on browser locale settings **Resolution:** - **Verify System Time** - Check computer clock settings - **Browser Settings** - Check browser locale and time zone settings - **Consistent Environment** - Use same computer/browser for consistency #### Performance Issues **Large History Collections:** - **Slow Loading** - Many entries may slow interface - **Storage Limits** - Browser storage has limits - **Memory Usage** - Large histories use more memory **Optimization:** - **Clear History Periodically** - Remove old entries when appropriate - **Monitor Performance** - Watch for interface slowdowns - **Browser Maintenance** - Clear browser cache if needed ## 18. Troubleshooting and Support ### Getting Help and Support #### Built-in Support Resources The CobbleStone add-in provides multiple ways to get help and support: ![A screenshot of a computer AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752071774100.png) **Info Tab Resources:** - **Add-in Information** - Version details and system information - **CobbleStone Website** - Direct link to product information - **CobbleStone Support** - Direct link to support portal - **Reset Options** - Tools for resolving persistent issues #### Support Portal Access Direct access to CobbleStone's support system: **CobbleStone Support Portal:** - **URL:** https://CobbleStone.bolddesk.com/ - **Access Method:** Click "CobbleStone Support" button in Info tab - **Features:** Ticket submission, knowledge base, community support - **Response Time:** Varies by support plan ### System Information and Diagnostics #### Add-in Version Information Located in the Info tab for diagnostic purposes: ![A close up of a text AI-generated content may be incorrect., Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752071904188.png) **Diagnostic Information:** - **Version Number:** Current add-in version (e.g., 2.0.1) - **Office Application:** Automatically detects Word, Outlook, or Excel - **User ID:** Your Contract Insight employee ID - **Contract Insight URL:** Server connection information ### Common Issues and Solutions #### Authentication and Login Problems **Login Failures:** **Symptoms:** - Unable to log into Contract Insight - "Invalid credentials" error messages - Authentication timeouts **Solutions:** 1. **Verify Credentials** - Check username and password 2. **Check URL** - Ensure Contract Insight URL is correct 3. **Network Connection** - Verify internet connectivity 4. **Contact Administrator** - May be account or server issues **Session Expiration:** **Symptoms:** - Suddenly logged out during use - "Session expired" messages - Features stop working unexpectedly **Solutions:** 1. **Re-login** - Use login process to re-authenticate 2. **Check Network** - Ensure stable internet connection 3. **Extend Session** - Contact admin about session timeout settings #### Feature Access Issues **Missing Features or Tabs:** **Symptoms:** - Expected tabs don't appear - Features are disabled or grayed out - "License required" messages **Solutions:** - **Check Licensing** - Verify Contract Insight modules are licensed - **User Permissions** - Ensure proper security group membership - **Contact Administrator** - May need license or permission updates **VISDOM+ Features Unavailable:** **Affected Features:** - Sentiment Analysis - High Risk Findings - Advanced AI analysis features **Solutions:** 1. **License Check** - Verify VISDOM+ component is licensed 2. **Service Status** - Check if VISDOM service is running 3. **Network Access** - Ensure connection to VISDOM services 4. **Administrator Contact** - May need licensing or configuration #### Performance and Loading Issues **Slow Loading:** **Symptoms:** - Add-in takes long time to load - Features respond slowly - Timeout errors **Solutions:** 1. **Network Speed** - Check internet connection quality 2. **Browser Cache** - Clear browser cache and cookies 3. **Document Size** - Large documents may process slower 4. **Server Load** - May be temporary server congestion #### Analysis Features Not Working: **Symptoms:** - Document analysis doesn't start - "Analysis unavailable" messages - Features stuck in loading state **Solutions:** 1. **Refresh Analysis** - Use refresh buttons on tabs 2. **Document Content** - Ensure document contains analyzable text 3. **Service Status** - Check if analysis services are available 4. **Network Issues** - Verify stable internet connection ### Data and Settings Management #### Reset User Preferences For resolving preference-related issues: ![Picture 1, Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752074924837.png) **When to Use:** - Tab layouts are corrupted - Saved settings causing problems - Want to return to default configuration - Interface behavior is unexpected **Process:** 1. **Click "Reset User Preferences"** in Info tab 2. **Confirm action** in dialog box 3. **System resets** all saved preferences 4. **Confirmation message** shows result **What Gets Reset:** - Default tab views and layouts - Saved filter preferences - Display settings and options - User interface customizations #### Complete Add-in Reset For severe issues requiring complete reset: ![Picture 1, Picture](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/image-1752075079695.png) **When to Use:** - Persistent login issues - Corrupted local data - Multiple features not working - Need to start completely fresh **Process:** 1. **Click "Reset Add-In Completely"** (red button) 2. **Confirm action** - this is irreversible 3. **All data cleared** - localStorage completely emptied 4. **Automatic logout** - redirected to login screen **What Gets Cleared:** - All stored authentication data - User preferences and settings - Document history - Dismissed items lists - Cached analysis results ### Document-Specific Issues #### Document Analysis Problems **No Analysis Results:** **Possible Causes:** - Document contains no analyzable text - Analysis services unavailable - Network connectivity issues - Document format not supported **Troubleshooting:** 1. **Check Document Content** - Ensure it contains text 2. **Refresh Analysis** - Use refresh button on affected tabs 3. **Try Different Document** - Test with known working document 4. **Check Network** - Verify internet connection **Incorrect Analysis Results:** **Symptoms:** - AI finds wrong or irrelevant content - Missing obvious clauses or issues - Unexpected categorization **Solutions:** 1. **Dismiss False Positives** - Use dismiss functionality 2. **Try Different Analysis** - Change taxonomy or filters 3. **Manual Verification** - Always verify AI results 4. **Document Quality** - Ensure clean, well-formatted text #### Navigation and Integration Issues **Navigate to Document Not Working:** **Symptoms:** - Navigation buttons don't work - Document doesn't scroll to content - Can't find referenced text **Solutions:** 1. **Check Document State** - Ensure document is still open 2. **Refresh Document** - Close and reopen if needed 3. **Text Changes** - Content may have been modified 4. **Browser Issues** - Try refreshing the add-in ### Network and Connectivity Issues #### Connection Problems **General Connectivity:** **Symptoms:** - "Connection failed" error messages - Features time out or don't load - Intermittent functionality **Diagnostics:** 1. **Internet Connection** - Verify general internet access 2. **Contract Insight Access** - Try accessing CI directly in browser 3. **Firewall Settings** - Check corporate firewall rules 4. **VPN Issues** - Try with/without VPN connection **API Service Issues:** **Symptoms:** - Specific features fail while others work - "Service unavailable" messages - Partial functionality **Solutions:** 1. **Check Service Status** - Contact administrator about service health 2. **Retry Later** - May be temporary service issues 3. **Network Routing** - May be routing issues to specific services 4. **Configuration Check** - Verify service URLs are correct ### Browser and Office Compatibility #### Browser-Specific Issues **Supported Browsers:** **Recommended Browsers:** - Microsoft Edge (latest) - Google Chrome (latest) - Mozilla Firefox (latest) - Safari (latest) - Mac only **Browser Issues:** - **Cache Problems** - Clear browser cache and cookies - **Extension Conflicts** - Disable other browser extensions - **Privacy Settings** - Allow cookies and local storage - **JavaScript** - Ensure JavaScript is enabled #### Office Version Compatibility **Supported Office Versions:** **Office 365/Microsoft 365:** - Latest updates recommended - Web versions supported - Desktop versions supported **Older Office Versions:** - May have limited functionality - Some features may not be available - Update recommended for best experience ### Advanced Troubleshooting #### Local Storage Issues **Storage Problems:** **Symptoms:** - Settings don't persist between sessions - Frequent re-authentication required - Missing dismissed items or preferences **Solutions:** 1. **Check Browser Storage** - Ensure local storage is enabled 2. **Storage Limits** - Clear other website data if storage is full 3. **Privacy Mode** - Don't use incognito/private browsing 4. **Browser Settings** - Allow local storage for the add-in domain ### Performance Optimization #### Improving Add-in Performance: **Optimization Steps:** 1. **Close Unused Tabs** - Reduce browser memory usage 2. **Restart Browser** - Clear memory and reset connections 3. **Update Browser** - Ensure latest version for best performance 4. **Check System Resources** - Ensure adequate memory and CPU ### Getting Additional Help #### When to Contact Support **Contact CobbleStone Support When:** - Multiple troubleshooting steps have failed - System-wide issues affecting multiple users - License or configuration questions - Feature requests or enhancement suggestions #### Information to Provide **For Faster Support Resolution:** **Diagnostic Information:** - **Add-in Version** - From Info tab - **Office Application** - Word, Outlook, Excel version - **Browser Information** - Type and version - **Error Messages** - Exact text of any error messages - **Steps to Reproduce** - What actions led to the issue - **Screenshots** - Visual documentation of the problem #### Self-Service Resources **Additional Resources:** - **CobbleStone Website** - Product documentation and updates - **User Manuals** - Comprehensive feature documentation - **Training Materials** - Video tutorials and guides - **Community Forums** - User community discussions and tips ### **Opening A Document into Word From Contract Insight:** To use Word to edit your document from Contract Insight instead of Contract Insight's document editor, first make sure your One Drive is connected. Navigate from the Main Menu > My > Cloud Drives. ![Picture of connecting OneDrive to edit files from Contract Insight in Word](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Main%20Menu%20to%20Cloud%20Drives(1).png) You can then add your OneDrive account to your user profile. ![Picture adding OneDrive to your user profile](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Cloud%20Apps.PNG) To open a file into Word, you would click on the Document Toolbox Icon next to the file you wish to edit. ![Showing the Document Toolbox which houses the Edit in Word functionality](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Toolbox.PNG) Then click the Edit in Word link. ![Click Edit in Word to edit your document in Word](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Larger%20Toolbox.PNG) A popup will appear to let you know that the document will open in a new tab. ![Popup letting you know the document opens in a new tab](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/Edit%20in%20Word%20Popup.PNG) After clicking **Edit**, a new tab will open with your document as YourDocumentName_Number.