File
Legalsifter Control filing is a simple workflow for adding Executed Contracts and supporting documents. Filing can be accessed through the Home page under the "File" section.
This option can be accessed by users with the following roles/permissions: Company Admin, Legal Management, Legal, and Insights.
Upload
The filing workflow starts by dragging the document into the drop zone or selecting from the file system.
All file types are allowed, so that the user can upload other documents in addition to the Executed Agreement (PDF).
The Counterparty is required.
The user will be able to change the Document Title.
Counterparty
Use the counterparty search field to either select an existing counterparty or to create a new counterparty by choosing the "Create" option.
Processing
LegalSifter Control processes the document, assigns the document to a configured document type, and asks the user to confirm the document type. Processing takes a few seconds for short documents but may take longer for documents that have many pages or have only images.
NOTE: the user is redirected to the next step (Confirm the contract type, folder and access) when a notification is received:
ocr-detectednotification for OCR documents orcontract-type-updatednotification for the rest of the documents.
The Executed Agreement in PDF is sent to Insights (INS).
If the notification is received after 50 seconds, the timeout will redirect the user to the next step (Confirm the contract type, folder and access) without pre-selecting the document type.
Confirm the contract type
Contract Type
All available document types are shown in the dropdown menu. The tool will automatically select the document type that matches the filed contract by default.
The dropdown menu contains Document Types as group headings and Playbooks as selectable items. In all cases, the list will be the same.
When a filed contract is matched against a Company Playbook, it will be pre-selected in the contract-type list.
The list will include all the Company Playbooks.
The list includes only published Company Playbooks. Archived playbooks are not shown.
If the uploaded document is matched against an Archived playbook, that contract-type list will display and pre-select the playbook. Nevertheless, there are two possible scenarios:
If the user confirms the Archived playbook as the most similar to the document, the processing will be finished as the regular filing wizard flow.
If the user selects another contract type from the list (only published playbooks), the Archived playbook will be available in the list in case the user decides to pre-select the same one more time. The rest of the Archived playbooks will not be displayed in the list.
When a filed contract is not matched against a Company Playbook, it’s analyzed against the generic document types. If it matches against a generic document type it will be pre-selected in the contract type list.
The list will include all the Generic Document Types (published and archived) merged with the Counterparty playbooks. If a Counterparty playbook exists for a specific generic type, then the Counterparty playbook is shown.
If a playbook does not have a parent type, it will be categorized as "Other'" and it will be grouped at the end of the playbook list (with all other playbooks without parent type associated).
The user is able to select any document type from the list. If the selected document type is a generic document type, then a Counterparty Playbook is created if one does not exist.
Metadata
According to the document type selected by the user, the metadata will be displayed and the document will be processed in Insights using the selected document type.
If a document is matched against a playbook (Company or Counterparty playbook): the playbook metadata (non-system) will be shown in this step.
If a document is unknown (it could not be matched against any company or counterparty playbook) and the user selects a generic contract type: all company metadata that is marked as “Playbook Default” (non-system) will be shown in this step.
If all the metadata to be shown is “System” metadata, then the user will be redirected to the next step (Upload additional documents).
The user will be able to fill in all or some metadata. The required metadata needs to be filled in to continue to the next step.
The extracted metadata will be prepopulated on this screen. This extraction runs on a Quick Extraction process (QUICK_VARS). After that process, the Extended Extraction runs in the background and the new extracted metadata is stored in the document (EXT_VARS) Rules Engine for Extraction Variables
The “Notes” field is an additional multiline box at the end of the metadata fields. Applies for all document types. Allows the user to write free text (numbers, letters, and special characters).
NOTES:
System metadata is not displayed (it cannot be updated by the user).
Fields must keep default validations like not allowing letters or special characters in numbers fields. The same rule applies for date fields.
The document will remain in "Processing" status until the user confirms the contract type. If the user does not confirm the contract type, within 5 minutes, the document will be processed and a signal will be sent to finish and change the status to "Executed" (it will keep the identified contract type when applies and added to insights totals, if the contract type is unknown it will be processed as "unmatched").
When the user confirms the contract type (automatically identified or manually changed), the signal will be sent to finish the process and change the status to Executed (it will keep the identified contract type when applies and added to insights totals).
A few metadata fields can be configured as Required. When applies the user must fill in the information to continue to the next steps, in cases without any metadata is Required the user is able to continue to the next step with empty metadata.
The last step was updated to easily:
Add to a folder
Specify group/user access
Upload Pre-Signature Word File
Upload Other Supporting Documents
Relate to existing contracts (new)
NOTE: all these are optional steps.
Last Step
In the last step the user can easily:
Add to a folder
Specify group/user access
Upload Pre-Signature Word File
Upload Other Supporting Documents
Relate to existing contracts (new)
NOTE: all these are optional steps.
Add to a folder
By default, the document will be stored in the root of the Counterparty. If this user starts this process from the Counterparty page and a specific folder, that must be the default folder but he is allowed to change it.
The user can specify a different folder by clicking on the "Add to a Folder” link. This will open a modal with the list of the counterparty folders.
The user can create a new Folder in this step.
Specify group/user access
The default permission will be assigned to the document.
The user can specify different groups and user access by expanding the option "Specify group/user access”. This will show the default Group/User permissions and the user will be able to add or remove some.
Upload Pre-Signature Word File
Final Pre-Signature Word File:
Only .docx files.
Allows one document only.
The final Word document is stored with the same metadata as PDF.
Upload Other Supporting Documents
Other Supporting Documents
Additional documents allow users to store documents related to the contracting process like the final negotiated word document or email approval of contract terms. Note: Allowed extensions for additional documents: .jpg, .jpeg, .png, .tiff, .txt, .xlsx, .ppt, .pptx, .bmp, .msg, .eml, .pdf, .docx.
All these documents are sent for uploading (SRH pipeline) and stored in the same project ID.
Additional documents are stored with "FILED" status.
All the additional documents are related automatically to the executed contract (.PDF).
Related to existing contracts