1. Purpose of Contract Capture
Contract Capture is the nextAI feature within Contract Management that automatically analyses contract documents and extracts contract data. After uploading a contract document (PDF or Word), nextAI extracts relevant data points – such as contract name, dates, and other fields – and automatically populates these in the contract form. The user reviews the extracted data and confirms or adjusts it before the contract is saved.
In addition to data extraction, nextAI offers the ability to perform a T&C analysis (Terms and Conditions analysis) by comparing an uploaded contract document with the internally registered standard and exception clauses. The results provide insight into clauses, risks, and deviations from the organisation’s own terms.
Contract Capture is intended for contract administrators and other users who create or manage new contracts within Contract Management.
2. Access and Permissions
No additional permissions or roles are required to use Contract Capture (data extraction when creating a contract). The functionality is available to all users who have access to Contract Management, provided that nextAI for Contract Management is activated in the environment.
The T&C Analysis button in the contract overview is only visible and accessible to users with the role of Contract Management Moderator or Contract Manager.
Navigation path: Contract Management
3. Overview of Functionality
3.1 Data Extraction for a New Contract
When creating a new contract, a contract document can be uploaded. nextAI analyses the document and automatically extracts the available data points based on predefined prompts. The extracted data is filled into the contract form for review, after which the user can confirm or manually correct it.
3.2 T&C Analysis
Using the T&C Analysis button in the contract overview, a contract document can be uploaded and compared with the internally registered terms. nextAI analyses the content of the document and shows for each term whether it is present, absent, or deviates from the organisation’s own standard. The results are displayed on an overview page, with the option to view the uploaded document in a built-in PDF viewer.
3.3 Supported File Types
nextAI supports the following file types for processing:
- PDF (text-based and image-based)
- Microsoft Word (.docx)
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4. Creating a New Contract with Contract Capture
4.1 Navigation
Go to:
Contract Management
Click the button to create a new contract. The configuration window for the new contract will open.
4.2 Steps
1. Upload Document
Click Upload at the top right of the configuration window (to the left of the close cross). Select the contract document to be analysed. nextAI processes the document and extracts the available data points.
2. Check Extracted Data
After processing, the data extracted by nextAI is automatically filled into the corresponding fields of the contract form. Carefully check the populated data.
2a. Process with Extra Detail (image-based PDFs)
If the extracted data is incomplete or incorrect after the initial processing, it is possible to reprocess with a higher processing quality. After completing the initial processing, the option Process with Extra Detail becomes available.
3. Confirm or Correct Data
Manually adjust any incorrect or missing extracted fields. Manual adjustments are always possible, even after processing by nextAI.
4. Save Contract
Save the contract after reviewing and correcting the data. The populated fields will be saved in the database.
5. Performing a T&C Analysis
The T&C analysis compares an uploaded contract document with the internally registered terms. For each term, it is shown whether the clause is present in the document, absent, or deviates from the internal standard.
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5.1 Navigation
Go to:
Contract Management
The Terms Analysis button is visible in the contract overview, to the left of the button for creating a new contract.
5.2 Steps
1. Start Analysis
Click Terms Analysis. A window appears with the following optional filter fields:
- Supplier – select one or more suppliers to focus the comparison on terms linked to those suppliers.
- Category – select one or more categories.
- Document Type – select the type of document (e.g. NDA, DPA, Master Agreement) to load only the terms linked to that document type.
- Company – select one or more internal business entities to include only the terms applicable to those entities.
All filter fields are optional. If no filter is selected, all active terms without exception are included in the analysis.
2. Upload Document
Upload the contract document to be analysed. nextAI processes the document and compares the content with the selected terms.
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3. View Results
After processing, the results page is displayed. For each term, it can be seen whether it was found in the document. The uploaded document can be viewed on the right side of the page via the built-in PDF viewer.
6. Prompts and Field Configuration
6.1 System Prompts and Customer Prompts
One prompt can be set for each contract field. There is a distinction between system prompts and customer prompts:
- System prompts are set by ISPnext for standard contract fields and cannot be modified by the customer.
- Customer prompts can be set by the customer for custom fields.
6.2 Setting a Customer Prompt
Navigate to:
Admin > Contract Settings > Contract Settings > Contract Custom Fields
Select the desired field and open it. In the configuration window, there is an AI Prompt section. Enter the prompt that nextAI should use for this field.
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Example of a customer prompt for contract name:
The name of the contract. If it does not exist, create the name by making a summary of the contract in at most 10 words.
After entering the prompt and clicking outside the text box, the field briefly turns green – this confirms that the content has been saved.
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7. Best Practices
- Preferably use text-based PDFs for the best recognition results.
- Formulate prompts in English and as specifically as possible.
- Always check the extracted data before saving a contract.
- Leave the AI Prompt field empty if nextAI does not need to process the respective field.
- Use the document type and company filters in the T&C analysis to make the comparison as relevant as possible.
8. Summary
- nextAI Contract Capture analyses uploaded contract documents and automatically populates contract fields.
- Supported file types are PDF (text and image) and Word.
- The T&C analysis compares a contract document with internally registered terms and shows findings per clause, with a built-in PDF viewer on the results page.
- Optional filters can be set for supplier, category, document type, and company in the T&C analysis.
- The T&C analysis button is only available to users with the role of Contract Management Moderator or Contract Manager.
- Customer prompts can be set for custom fields via the contract settings.
- Manual adjustment of extracted data is always possible.