Checklists

Overview

Checklists are a lightweight way to review contracts against a defined set of criteria — without the complexity of setting up a full Playbook. They are ideal for high-volume, simple agreements like NDAs, where a quick structured review matters more than deep configuration.

Users can create checklists through two distinct methods:

• Build Checklist from Scratch: Define your own questions, importance levels, and stakeholders from the ground up. Best for teams with established review criteria who want full control over every check.
• Customize Out of the Box Checklists: Start from a Pramata-provided template and customize it to fit your needs. Best for teams who want to get up and running quickly without building from scratch.

Where Checklists Can Be Used

Once created, a Checklist can be used across multiple areas of the Pramata Platform.

Where	How Checklists Are Used
AI Negotiator for MS Word	Run a dedicated Checklist Analysis directly inside Word. Triage results by High/Medium/Low importance, override individual items, and redline.
AI Assist	Attach a saved Checklist as context in any AI Assist chat session across the platform. Available wherever AI Assist appears, including the Accounts page, Contract Request queue, and more.
Custom AI Agents	Reference a checklist inside a custom AI Agent prompt using the {{CHECKLIST}} or {{ANY_CHECKLIST}} variables. When triggered, the checklist's questions and priorities are injected directly into the agent's context. See AI Agents for configuration steps.

Build Checklist from Scratch

Use this method when you want to create a checklist entirely from scratch.

1. Navigate to AI Design Studio > Playbooks & Checklists and select the Checklists tab.
2. Click the Build from Scratch button.
3. On the Build from Scratch page, enter the following details:
   1. Checklist Name – Enter a unique checklist name.
   2. In the Questions section, for each check, complete the following details:
      1. Question: The check to be evaluated against the contract. Questions are scored as a yes-or-no test — Yes = Passed, No = Failed, clause not found = Missing. See Writing Effective Checklist Questions for full guidance.
      2. Importance: Sets the priority of the check. Options are Low, Medium (default), and High. Importance levels are used to group and triage results when running the checklist in AI Negotiator.
      3. Stakeholders: Optionally assign up to five Pramata users. A search option is available within the selector. 
   3. Click +Add Another Check to add more questions. Repeat the steps above to add multiple questions to a single checklist. Each question can be individually prioritized and edited after creation.
4. Click Save.

Customize Out of the Box Checklists

Pramata provides ready-to-use checklist templates to help you get started quickly. You can use them as-is or customize them before saving.

Currently Available Out of the Box Checklist: Mutual NDA Checklist v1.0

1. Navigate to AI Design Studio > Playbooks & Checklists and select the Checklists tab.
2. Click the Out of the Box Checklists button.
3. Browse the list of available standard checklists. Click the PDF icon to preview a checklist's full content before selecting.
4. Click Customize on template you want to use. The system creates an editable copy with - Copy appended to the name, pre-populated with all questions from the template.
5. On the Customize Checklist page, you can:
   • Rename the checklist
   • Modify, reorder, or delete existing questions
   • Adjust importance levels
   • Assign stakeholders
   • Add your own custom questions
6. Click Save to finalize your checklist.

Note: Stakeholders are not pre-filled in Out of the Box templates — assign them after creating your customized copy. The original Pramata template is not affected by any changes you make to your copy.

Viewing and Managing Checklists

To access your checklists, navigate to AI Design Studio → Playbooks & Checklists and select the Checklists tab. This displays a list of all saved checklists.

• Viewing a Checklist — Click the PDF icon next to the desired checklist to preview its full content in the current browser tab.
• Downloading a Checklist — While viewing the checklist, click the Download as PDF icon at the top of the preview to save it to your system.
• Cloning a Checklist — Click the Clone icon to create an identical copy of the checklist. The copy is saved to your list and can be renamed and edited independently.
• Deleting a Checklist — Click the Delete icon next to the desired checklist to permanently remove it.

Writing Effective Checklist Questions

Every checklist question is evaluated as a yes-or-no test, so how you phrase it determines whether the right things pass and fail. The goal is simple: the answer should always be “yes” when the contract is in good shape.

The Quick Test

Before saving a question, ask yourself: if I had a perfectly compliant contract in front of me, would the honest answer be “yes”? If so, the question is phrased correctly. If a compliant contract would answer “no,” flip the question.

Two Ways to Phrase a Question

Every question checks for one of two things:

• Presence — use this when the contract should contain something. The clause existing is good. Start with: “Does the contract include…” or “Is there a provision for…” (e.g. “Is there a 30-day notice period?”)
• Absence — use this when the contract should not contain something. The clause being missing is good. Start with: “Is the contract free from…” (e.g. “Is the NDA free from non-compete restrictions?”)

Be Specific

Avoid vague words like “reasonable” or “adequate” — the AI has no benchmark to evaluate against and may produce inconsistent results. Instead, use concrete numbers and timeframes.

❌ Vague	✅ Specific
Are price increases capped at reasonable levels?	Are renewal price increases capped at no more than 10% annually with at least 60 days’ advance notice?
Is there a reasonable confidentiality survival period?	Must confidential information be protected for at least 3 years after disclosure or termination?

Frequently Asked Questions

Q: What is the maximum number of questions I can include in a single checklist?
A: You can define up to 50 individual questions (checks) per checklist. This limit ensures that high-volume reviews, such as NDAs, remain streamlined and effective within the AI Negotiator.

Q: How do I add multiple questions to my checklist?
A: To add more checks while in the Build from Scratch or Customize mode, click the +Add Another Check button. Each question can be individually edited, reordered, or assigned a specific importance level.

Q: Does this limit apply to "Out of the Box" templates?
A: Yes. While Pramata-provided templates come pre-populated with established criteria, once you click Customize, you can add or delete questions as long as the total count does not exceed 50.