AI Import Custom contract types and data fields in AI import
Creating custom contract types requires specific permissions. To build new custom contract types and define the exact data fields extracted, you must have enabled user permission to “Manage AI upload contract type”. Ensure you have this permission enabled before proceeding, or contact your company administrator for help.
Create a new custom contract type
A contract type consists of a list of data fields the AI searches for when you upload files. You can build your own custom contract type and compose the exact data fields that AI should look for in your specific company contracts.
From the Upload contracts dropdown menu on your Contracts or Home page in Contractbook, click on the Upload contracts with AI option.
Click on + Create a new contract type under the "Custom contract types" section.
Select to start from an existing contract type or create a completely new one from scratch by clicking on Start from scratch from the dropdown menu.
Add and compose data fields
You can reuse existing custom data fields across different contract types or create new ones from scratch. There is no data field limit, meaning you can extract as many fields as needed per upload.
Type a descriptive name in the Contract type name field so you can easily reuse it later.
Add text in the box under the name to describe the document type in detail.
Click on + Add data field on the upper right-hand side of the contract type overview.
Select default data fields from the dropdown menu, or choose fields already used across your company from Your company’s data fields section of the dropdown menu.
Click on Create new field to build one from scratch.
Create a new data field from scratch
For the AI to correctly extract a data field value from the contracts you upload, the data field needs three specific attributes.
Type the Field name using descriptive wording, ideally matching the exact text expected in the contracts you upload.
Select the Field type from the dropdown menu (Text for general data, Number for amounts, Date for dates, or Checkbox for booleans).
Type the Field description to give the AI context on how to identify the data field. Describe what the data field means in the context of a single contract and use the same wording as you expect to appear in the uploaded files.
Click the blue Save data field button to add the newly created data field to the list for extraction in your contract type.
Click on the blue Save contract type button once you have configured all data fields you need to include in your contract type.
Edit custom contract types and data fields
The AI functionality lets you edit the contract types you have already created. Be aware that if you update the field description of a data field used in several contract types, this will update the field definition everywhere it is used.
From the Upload contracts dropdown menu on your Contracts or Home page in Contractbook, click on the Upload contracts with AI option.
Scroll down until you find the custom contract type in the left-hand sidebar.
Click on the contract type you wish to revise and select Edit.
Add new data fields, delete existing ones, or rename the contract type/description as needed.
Click on the blue Save contract type button to apply and save all changes.
Frequently asked questions
What if I don't have the “Manage AI upload contract type” permission?
If you do not have this company user permission, you can still use the default contract types Contractbook offers (like Sales & Vendor, Employment, or NDA). You can also use any custom types that other users in your company account have already created.
Do I have to use custom contract types to extract data from uploaded files?
No. The default contract types include pre-set data fields that will be extracted automatically from the uploaded files. Furthermore, the user who uploaded the contract (or any other user with access to the contract later when it gets added to a shared contract space or is shared directly) will be able to add data fields manually from the Data fields sidebar during or after the verification step of the AI upload.
I cannot save my new contract type because of missing descriptions. What does this mean?
This error occurs when one or more data fields in your custom contract type are missing a Field description. The system flags these specific fields with a small yellow dot.
Because the AI needs context to successfully extract data from your uploaded contracts, you must provide a written description for every field - even if you are reusing an existing data field from your company's library. Once you Edit and add the missing descriptions, you will be able to save your new contract type.
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