August 2024

Repository Enhancements

Add Metadata in Bulk: To New Uploads or to Existing Documents

The Uploads Module is getting a significant improvement with the option to “Add Metadata”! Now, you can add important details to your files, whether it's to a brand new set of files you’re uploading or to files that already exist in the system. This update provides a way to add metadata to your documents in bulk making the process faster and more efficient.

Key Capabilities:

• Bulk metadata addition: You can now add metadata for up to 500 documents at once via a CSV. The Key Terms that metadata can be added to are:
• Immediate metadata tagging: Add metadata right when you upload new documents. No more waiting!
  Example Use Case: If you want to ensure that a Government contract you’re uploading is not visible to all users and you want to tag it as a Government contract, you can now do so, and your security policies will kick in right away!
• Works for existing documents too: This feature isn’t just for new uploads. You can add metadata to any document already in the system (up to 500 documents at one time).
• Excel-based input: The input mechanism is via a CSV file and the template can be downloaded from the Uploads Module. When you’re uploading a new set of files, the template is auto-filled for you. If metadata is for existing files in the system, references will need to be added into the file.

Learn more about adding metadata to file uploads here.

Data Edit Capability on CRM Expiration Dashboard

We’ve introduced a powerful new feature that gives users data edit capability on the Expiration Dashboard in CRM.

To enable this feature and to include editable fields on your CRM Expiration Dashboard, reach out to your Customer Success Manager.

Key Benefits

• Customizable Views: Edit and update data directly within the dashboard.
• Smart Filtering: Easily filter records based on inputted data.
• Improved Accuracy: Ensure your dashboard only displays the records that matter to you.

How it Works

• User-Editable Fields: You can now modify data for individual records directly from the dashboard. Note: The feature needs to be turned on for specific fields in order for them to become editable.
• Customizable Dropdown Options: Select from pre-configured options to categorize or filter records.
• Dynamic Filtering: Use your selections to automatically filter dashboard views, tailoring the displayed information to your needs.

Impact: This update significantly enhances the accuracy and relevance of your Expiration Dashboard, saving you time and improving your renewal tracking efficiency.

Example Use Case: If you spot a record that isn’t actually expiring, you could select “Exclude” from a dropdown (if configured). This record would then be automatically filtered out in subsequent dashboard views, ensuring you only see relevant information.

Renewal Type Filter Added to “Upcoming Renewals / Expirations” Analytic

We’ve added the “Renewal Type” filter to the “Upcoming Renewals / Expirations” Analytic that will allow a user to filter by various contract renewal types (e.g., Auto-Renewal vs. Fixed Term).

Use Case: Instead of looking at all renewals, suppose you only want to see the contracts that are auto-renewing in the next year. You can now use the “Renewal Type” filter to narrow your focus only to the auto-renewing contracts.

Upgraded Search API

This update transitions us from a bulk API to a widely used REST API structure, offering greater flexibility and easier integration. Key improvements include:

• A more logical and comprehensive data format, enhancing ease of processing and utilization of returned information.
• Ability to retrieve Pramata Numbers by specifying an api_name and search value
• Updated response format with "Term API name" and "Pramata_Number" keys for clearer data.

These enhancements significantly improve search efficiency and ease of use. Learn more here.

Pre-Signature Enhancements

New Feature: Multi-Approval Support!

We're significantly enhanced Approvals in the system from “one-at-a-time” to supporting multiple approvers. This new feature allows for both parallel and sequential approval processes.

How it Works

When a contract requires sign-off from more than one approver, you can now enter all the Approvers into your list and choose between two options:

• Parallel (“Send All at Once”): Requests are sent to all approvers simultaneously. In this mode, Approval Status is updated after all approvers respond.
• Sequential (“Send One After the Other”): Requests are sent to approvers in a specific order. If anyone along the way rejects, then the next person in the chain does not receive the approval request and the request moves to “Contract Rejected” status.

When to Use

• Use parallel approval for time-sensitive contracts or when you need quick, comprehensive feedback.
• Use sequential approval when approvals must follow a specific order or chain of command.

Introducing Legal Turnaround Time: A More Accurate Way to Track Contracting Process Metrics

Legal Turnaround Time: A new metric that precisely measures the time spent by the legal team on contract requests.

How it Works

1. In Workflow Configuration, the new feature allows Administrators to select which statuses should get included / excluded from Legal Turnaround Time calculation.
2. Based on the statuses that are checked for inclusion for Legal Turnaround Time calculation, the system calculates the time spent in those selected statuses. Time spent in unchecked statuses is excluded from the calculation.
3. When a request enters a status marked for Legal Turnaround Time calculation, the timer starts. If it moves to an excluded status, the timer pauses. Upon returning to any included status, the timer resumes. This process repeats throughout the request's lifecycle, accumulating time only when in included statuses, regardless of how often it moves between them.
4. This metric is only calculated for “Closed” requests. You will be able to find the calculated Legal Turnaround Time in the Closed Request tab as a column. Additionally, it can also be viewed as a chart under the KPI / Metrics section.
5. The system allows users to modify which statuses are included in turnaround time calculations at any time. When changes are made, such as reducing the number of counted statuses from five to four, the system automatically recalculates the turnaround time for all closed requests based on the new selection. This ensures that all historical data reflects the current turnaround time calculation preferences.

Key Benefits

• Increased accuracy in measuring legal team process metrics.
• Customizable to fit specific workflow processes.
• Enhanced ability to identify bottlenecks and optimize workflows.

Impact: Legal Turnaround Time enables organizations to get a true picture of their internal contracting process by filtering out steps that are not within your control like “Waiting for Customer”. With an accurate metric that reflects your organization’s workflow, you can now start to assess team and process performance based on factors you can influence and improve.

Example Use Case: A Legal department uses Legal Turnaround Time to identify which contract requests are taking the largest amount of time to process. This data helps them recognize that they need to either increase staffing or rebalance resources to streamline workload.

New Chart: Legal Turnaround Time

Based on customer feedback, we have replaced the Total Turnaround Time chart with the Legal Turnaround Time chart. Additionally, we have shortened the ranges in the chart from monthly to shorter ranges (e.g., 0 - 7 days) so you can get deeper granularity into your organization’s process metrics. When you click into a portion of the graph, you will see the Closed requests that correspond to that Legal Turnaround Time range.

Note: Total Turnaround Time is still available in the Closed Requests queue as an additional column.

Unlock Deeper Insights with Filters on KPIs / Metrics

With this release, we’re introducing new filtering capabilities on the KPI / Metrics dashboard, enabling you to get much more insights about your contracting process. Two new filters have been added to help you zoom in on the insights that matter most:

• Contract Request Type - Instantly focus on specific contract categories.
• Submitted On - Analyze trends based on specific time frames when requests were submitted.

New Option to Hide Obsolete Request Types

As an Administrator, you now have the ability to mark Contract Request Types that you do not want to use any longer by selecting the “Hide in Form” option. This removes those Request Types from active use on any form, but you still retain those values for historical requests and reporting purposes.

"Last Updated” Column Added to Contract Request Queue 

We have introduced a new "Last Updated" column in the Contract Request Queue. With this enhancement, you can now quickly understand the last time a request was updated and / or filter your queue to see all requests that were updated recently.

Template Configuration Duplicate Detection

We've added a new feature to help prevent duplicate configurations across different templates. The system now checks for duplicate condition settings when you create or modify a template. If a duplicate is found, you’ll receive a warning message.

How it Works

1. When you create or edit a template ,the system compares its condition settings to those of existing templates.
2. If the same configuration is found in another template, you’ll see a warning message.
3. You can choose to adjust the settings to make them unique.

Note: The system allows more than one template to have the same settings. This enhancement just provides the user a warning in case that was not the intent.

Introducing the New "Legal Manager" Permission Type

We are excited to announce a new permission type for our Contract Request module: Legal Manager. This permission provides users with the ability to see all requests that have been submitted across the organization, while restricting access to “Settings” which are reserved for the Legal Admin permission type. To summarize:

Permission	Legal Manager	Legal Admin
See all requests	✅	✅
Change assignees on a request	✅	✅
Add/edit contract request configurations	❌	✅
Update / change workflows	❌	✅
Update / change forms	❌	✅

This Permission Type is targeted for Leads / Supervisors who oversee day-to-day operations and need to manage requests and assignments, but aren’t responsible for system configuration.

Learn more about the actions a Legal Manager can take in the Contract Request Module here.

Multi Select For Auto Assignment Rule

We're excited to introduce multi-select functionality for setting criteria in Auto-Assignment rules. This enhancement allows Administrators to create more flexible and efficient rules by selecting multiple options within a single field. Up until this release, only single select was possible.

Example Use Case: An Administrator can create a rule that auto-assigns contracts to a specific team member when the Request Type is either "Service Agreement," "NDA," or "Partnership Agreement," all within the same rule. This reduces the need for multiple rules and streamlines the process.

Generative AI Enhancements

Introducing the Pramata Word Add-in: Your AI-Powered Contract Management Solution

We're excited to unveil our latest innovation - the Pramata Word Add-in. This powerful tool seamlessly integrates with Microsoft Word, revolutionizing your contract management process. Leveraging advanced AI, it offers smart drafting, intelligent review, and streamlined negotiation capabilities, all within your familiar Word environment.

Key features include AI-powered playbook analysis, automatic clause comparison, and intuitive compliance indicators. Whether you're generating agreements, reviewing contracts, or negotiating terms, the Pramata Word Add-in empowers you to work faster, smarter, and with greater accuracy. Experience the future of legal tech today - available now for both web and desktop versions of Microsoft Word.

Learn more about Pramata Word Add-in here.

Claude LLM Support Added

We’ve expanded the capabilities of our Pramata GenAI Assistant by adding support for Claude LLM (in addition to the existing Azure GPT and OpenAI GPT). Claude can be accessed through two providers:

• Directly from Anthropic
• Through Amazon (Bedrock)

To enable Claude as your LLM, update your configurations in Pramata’s GenAI Agents Builder. See instructions here.

View Guidelines from Playbook

We've added a convenient "View" button on the Playbook page that allows you to quickly access provision guidelines without having to leave Playbooks and go into Guidelines.

Enhance Data Analysis with IntelliCharts and IntelliExperiences

We're excited to introduce "IntelliCharts" and "IntelliExperiences", two powerful new features that enhance our GenAI Assist UX. IntelliCharts replaces the "Analyze Data" button, offering seamless data analysis within the chat interface for any table output. IntelliExperiences brings dynamic, intelligent dashboards powered by Anthropic Claude Sonnet 3.5, allowing users to explore and visualize data using natural language prompts. These additions provide a more intuitive, efficient, and cohesive data interaction experience, significantly upgrading Doc Family, Contract Request and Reports functionalities.

Issues Fixed

Issues	Fixes
Repository
Reporting > Analytics: Clicking specific portions of pie/bar charts for detailed data grid view failed to display hyperlinks for Account and Doc Title.	Account and Doc Title now appear as hyperlinks, opening Document Family and Contract Summary pages respectively. Exported Excel includes "Link to Document Details" column.
Reporting > Reports: The name 'Deals' report would confuse users on what the report would reflect.	Renamed ‘Deals' to 'Products’ and updated description to Generate a report based on Products and Effective Provisions.
Reporting > Reports: In the generated report, the column order does not match the exported report.	The issue has been resolved.
Pre-Signature
Contract Requests > Queue > Doc Versions & Attachments: File names not auto-populating when uploading documents.	Implemented automatic file name population during uploads.
Contract Requests > Queue > Create New Request: Intermittent failure when submitting a contract request.	The issue has been resolved.
Contract Requests > Queue > Create New Request: File uploads to contract requests fail, erroneously flagging files as malicious.	The issue has been resolved.
Contract Requests > Settings > Workflow Configuration: After modifying workflow configurations, the "Updated By" column failed to display the name of the user who made the changes.	The issue has been resolved.
Templates: Unable to update document templates using the 'Manage conditions and mapping' option.	The issue has been resolved.
Contract Requests > Settings > Auto Assignment: Checkbox-based auto assignment rules fail to function correctly when applying criteria.	The issue has been resolved.
Generative AI
Document Family > GenAI Assist: Stub documents were not displayed in published mode when using Gen AI assist, causing child documents to appear as separate document families.	Now showing stub documents in published mode, allowing child documents to be grouped under one family for easier user selection.
Document Family > GenAI Assist: Multiselect functionality across document families was not available.	Implemented multiselect capability for document selection in a hierarchy.

Issues Fixed (Patch Fix Applied on July 11 & 29)

Issues	Fixes
Reporting > Analytics: When exporting filtered analytics data, the total number of contracts in the exported CSV file does not match the count displayed in the applied filter.	The issue has been resolved.
Reporting > Reports: The column order in new reports for a selected Term differs from the order displayed on the Contract Summary page in Document Family.	The issue has been resolved.
Reporting > Reports: Deals perspective displays unexpected duplicate rows instead of single row.	The issue has been resolved.
Reporting > Reports: In the generated report, leading zeroes in numerical fields were omitted.	The issue has been resolved.
Admin Console > Usage Insights: Users encounter a system error upon attempting to view Product Usage data within the Pramata tab.	The issue has been resolved.
Contract Requests > Queue > Create New Request: The system displays an error message when creating a new request, despite successfully processing the request and generating a request number.	The issue has been resolved.