All company contracts are organized in a hierarchy in Document Family which is much more readable with every piece of information neatly displayed in a clean & structured hierarchy based on their legal execution.
Accessing Document Family
To access the Document Family and Summary, use any of these options:
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From Accounts Module - In Accounts Module, search for your account and click to view the document family. Click a document to view the Document Summary of a selected document.
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From global search box - In the global search box available on top of your screen, type the account name and select from the drop-down list. Alternately, view the Document Summary of a selected document.
Access to Unauthorized Documents
Document Family provides a comprehensive view of your entire contracting relationship with each customer or vendor. You'll see the full document tree, even for documents you don't have permission to open. This will help you understand the overall lineage of the contracting history with a relationship.
Visual Guide to Document Access
Documents You Can Access
- Full access to content and details
- Can open and view PDFs
- All document information available
Documents You Can't Access
- Appear in grey italic text for easy identification
- Shows basic information only: Document Title, Pramata Number, Effective Date, and Contract Type
- Hovering shows: "You don't have permission to view this document"
- Cannot open PDFs or see contract terms
When you Have Access To Related Documents
If you have permission to view at least one document in a family, here's what happens:
- You Get Full Visibility: All related documents in that family become visible, including parent and child documents. This helps you understand the complete contract context.
- If Your Role Has 'Allow All' Access: You can also see unpublished parent and child documents. These show "Document is being processed" when you hover over them.
Cross Account Documents
Sometimes a document family includes contracts from other accounts:
- Authorized Documents: Full access to PDFs and all details.
- Unauthorized Documents: Basic information only (Document Title, Pramata Number, Effective Date, and Contract Type)
Actions you can take on the Document Family dashboard
In the Document Family dashboard, the document tree is sorted by default on the effective date with the earliest contract at the top. You can use these smart functionalities, like sorting the columns based on any metadata that is presented in the view, adding additional columns, indicating documents with exceptions and even calling out restricted documents (which you may not have been aware of earlier).
Direct PDF link
To view the document PDF, click the direct PDF link from the Document Family tree.
Add Account Notes
You have the ability to directly capture account level notes, so that you and your team can use it for future references.
View Document Level Notes
If at least one document has a note, a blue indicator is visible on the Notes icon, click the icon to view comments added by the team without going into each document.
Filtering documents
You have an option to enable a filter, to help you search for a specific document, using a Document Title, Pramata Number and so on.
Adding columns
You may want to view more document details in the table. You can use the Add additional fields icon to include more columns in the table. In addition to the standard columns that come out of the box, you can include a total of 10 columns to your table.
Set my default columns: You can personalize your document family view by adding columns to the table and setting them as your default view. This default view will be available when you login to Pramata Repository again.
Reorder columns
Reorder columns in your Document Family table by using the drag and drop action. To retain the table preference, use the Set as default columns button.
Searching for document
With a search box on the dashboard, you can now search for a specific document, Pramata number and so on from the table. For example, in the image below, we have used a Pramata Number to find a specific document.
Download PDFs
Download PDFs of selected documents with just a single click. PDFs are then named with <Pramata Number> - <Document Title> so you can identify them easily, and are neatly packaged into a .zip file for your consumption.
Exceptions Indicator
If any of the company documents have exceptions, an exceptions icon will be visible against Documents in the secondary menu and against the document name in the tree. If any parent or child documents have exceptions, on hover, the tooltip against the parent document name in the tree displays the same.
Relationships Labels
Companies with affiliations to another entity are indicated with an Relationships badge, indication the number of relationships. The badge is visible on the Account View. To view affiliation details, click the badge against the account name.
Note: Only first-degree affiliations are called out within the affiliation details.
Superseding Indicator
All superseding documents in the account are represented with a strikethrough. On hover, a tooltip will also indicate the Pramata number of the document that has superseded the strikethrough contract.
Inactive/Terminated indicator
All inactive/terminated documents in the account are represented with a strikethrough on the document title. On hover, a tooltip message indicates that the document is Inactive/Terminated.
View Amendments
All documents including Amendments will be seen in the primary family view of a document family hierarchy. Optionally, you can switch to a nested view, where the Amendments are hidden in the secondary menu. In a nested view, Amendments are hidden from the main table, click the yellow Amendment button against the document to view amendments.
Export Document Hierarchy
Downloading contract details along with its hierarchy is now possible with just a click. Use the Export button in Document Family to Export all or selected contracts from the document hierarchy.
Expand / Collapse Document Family Tree
With a single click, you can now expand or collapse the entire Document Family to view all parent and child documents.
AI Assist in Accounts Page
AI Assist is a powerful feature within the Accounts page that leverages AI to extract insights from your data. This guide will help you navigate and use this feature effectively.
Prerequisites: To view AI Assist for your profile, ensure that you have the necessary module Access and Permission Type in the User Management module. To know more about managing profiles, refer here.
Watch this video to see what's new in AI Assist!
Getting Started
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Accessing AI Assist tab: Go to Accounts > Documents > AI Assist.
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Document Selection: By default, all documents in the Document Family are selected for analysis. You can manually deselect documents if needed.
Important Note: Currently, even when multiple documents are selected, only one document will be processed at a time. This limitation is in place while we test the AI Agents in AI Assist before enabling full batch processing. -
Monitor Document Capacity: A visual meter helps you track whether your selected documents are within the AI context window:
- Green (0–99 pages): Optimal document selection for analysis.
- Green (100+ pages in Key Terms Mode): Automatically switched to Key Terms Mode for better performance.
- Red (100+ pages in Full Text Mode): Shown only when you manually switch to Full Text Mode.
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Choose Analysis Mode: Displayed when your document selection nears or exceeds the limit.
Full Text Mode is the default analysis method for all document selections, regardless of page count. When your selection exceeds 100 pages, the system displays a warning with suggestions to optimize performance:
- Full Text Mode (default): Analyzes complete OCR text for comprehensive, detailed review of all content.
- Key Terms Mode (recommended for large document sets): Analyzes extracted Key Term data and Digital Snapshots for faster, focused analysis when working with extensive document collections
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AI Agents interface:
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Five essential AI Agents are visible by default, click Show More to view others.
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Favorite frequently used Agents to pin them to the front.
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Agent-specific options like Playbook or Draft Contract Selector appear as needed.
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Upload Supporting Documents: Enhance your analysis by using the + icon to attach a wider range of context sources to your chat session. Attach any of the following context sources:
- Upload an Attachment: PDFs, Word files, CSVs, or text files (max 10MB each).
- Checklists: Pull in saved checklists as context for the chat session.
- Playbooks: Include Playbooks to guide the AI during analysis.
- Contract AI Model: Add a Contract AI Model to inform the analysis.
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Templates: Use templates as reference context during the session.
For example: Compare contract pricing with an uploaded invoice.
Note: To begin a new analysis session with a different question or experience, use the Start Over button, which refreshes the interface and allows you to start from scratch.
Set Your Preferred Default Tab for Account Pages
You can now set your preferred tab as the default view when opening Account pages. A visual pin indicator shows which tab you've selected as the default, and you can change this preference at any time.
How It Works: Click the pin icon on your preferred tab to set it as default. The pinned tab will be the first tab you land on whenever you navigate to an Account.