Administrators can choose which folders have auto-tag enabled. When a document is uploaded into an enabled folder, the document will process, and if any of the 7 fields are found, will be pulled into the tagging section.
Step 1: Ensure the tags are mapped. Any accounts after May 2019 will already have the auto-tag fields mapped when entering the account. Any accounts created before this time will not have the tags mapped. Please see the user guide titled “How to Map AI Tags” and follow those steps prior to continuing. You can confirm the tags are mapped by clicking on the Settings tab and reviewing the section titled “Auto-Tagging Settings” and checking if the fields are populated.
Step 2: Choose a folder to enable the auto-tagging. If you would like to enable for the entire account, stay at the account parent level. When enabling specific folders, click into the folder of choice. In the gray action bar, click on the Settings button.
Step 3: Click on the slide bar to enable auto-tagging for the folder. If the folder contains subfolders, the subfolders will inherit the auto-tagging functionality and must be turned off.
Step 4: Only new documents uploaded into the folder will process with the auto-tagging. Any existing documents in the folder will not be retroactively auto-tagged.
Step 5: When the auto-tagging process has rendered and tag fields were found, you will notice a green tag icon next to the newly uploaded document. Depending on document size, this may take up to a couple of minutes.
Step 6: Review the auto-tagged information. We always recommend validating the auto-tagged information to confirm the correct information. To do this, first click into the document and click on the tag icon in the left column.
Step 7: Once opened, review any information in the tag section. Any information from the auto-tagging will be highlighted purple in the document. Click the purple bubble next to any of the tags to see where in the document the information is pulling from. From this area, you can confirm the information is correct, change the data, or delete data out entirely.
Step 8: To complete the tagging process with any custom fields, a user can add in a template or individual tag to track additional data on the contract.
Tips and Tricks
- Finding data: When a document is auto-tagged, any information pulling directly from the contract will have a purple bubble next to it in the tag section. A user can click on that bubble, and be taken to the section of the document that information has been pulled from.
- Validating: To ensure that a human has validated the machine data, a user can select a new color for the highlighted sections of the contract. To do this, you can click on any purple element in the contract (on the contract itself or the purple bubble next to any auto-tagged fields) and select a new color. Purple is reserved for auto-tagging, so any other color will indicate that someone manually changed the field.