There are many reasons why one might need to analyze the content of a contract – contracts are what make a business operate, after all!. However, contract analysis and review can be a time-consuming, error-prone, and costly task, especially when performed across hundreds or thousands of documents. To address this challenge, Zuva DocAI specializes in extracting valuable information from contracts, with 1,400+ built-in AI fields and 29 Answer fields to make it easier for you to extract the data you need from your contracts. By normalizing the extracted data or obtaining structured answers, you can easily automate your business workflows and enable a wide variety of use cases.
There are endless possibilities for use cases that DocAI can empower with the data captured from your contracts. Setting aside the varying post-processing requirements, these use cases typically involve reading documents from a document repository or management system (i.e., where your contracts are stored), processing the document content through Zuva’s AI fields, and making the results available in a reporting tool (i.e., Excel or Power BI) or business management software (i.e., where you want your contract data to go). If you need to execute the same process for hundreds or even thousands of documents, then automating the designed workflow is essential.
In this blog post, we will guide you through the steps to automate your contract data extraction with DocAI, demonstrating just how easy it is to integrate DocAI into your SharePoint repository—a system widely used as a contract repository—using a workflow automation tool, Microsoft Power Automate. It’s important to note that all the tools used in this example can be modified based on your preference; Zuva DocAI is an API-only tool that can connect to your contracts wherever they are and send your contract data wherever you want it to go.
Step 1: Set up the accounts
First, ensure you have the necessary credentials for the tools in this workflow: Microsoft SharePoint, Power Automate, Excel, and Zuva DocAI. If you don’t already have access, all these Microsoft tools offer a free trial. The same applies to Zuva DocAI; you can set up a free trial account and generate an access token on the Zuva Dashboard.
Step 2: Install the Power Automate template
Navigate to the Zuva Power Automate connector page, select the template pre-built for this flow, and follow the steps to access the template in your Power Automate account.
Step 3: Configure the connections
The next step is to configure the connections, providing the credentials for the required tools in the flow. For SharePoint and Excel, this can be seamlessly done by using your Microsoft account. For Zuva, simply add the base URL and token you obtain from the Zuva dashboard.
Step 4: Create an Excel file for the output
To store the extracted data, an Excel file needs to be created in your SharePoint library or OneDrive account. For Power Automate to insert data, you are required to create a table with three columns in a sheet: File Name, Field ID, and Extraction.
Step 5: Configure the SharePoint and Excel functions
To enable the flow to access the intended directory in your SharePoint library, update the ‘Get Files’ function by specifying the site address and library name. Take a similar action for the Excel ‘Update Row’ function by locating the Excel file created in Step 4.
Step 6: Modify the data points to be extracted
DocAI allows you to specify data points for extraction, ensuring that only relevant information is captured. The AI fields corresponding to your data points can be found using the Field Library tool in the DocAI Dashboard. Once you locate the right fields, obtain the GUID of each field and add it to the ‘Create Field Extraction Request’ function.
Step 7: Run the flow
After you complete all the necessary changes, you can test the flow by using the Test button on the design panel. If everything appears fine, your flow is ready to process all the documents and provide you with the extractions.
Step 8: Check the results
Once the flow is started, it processes all the documents and inserts the extracted data into the created Excel file along with the file names. The output can be viewed there by applying filters, such as filtering by file name. In just a few easy steps, you can successfully integrate DocAI into your SharePoint repository, unlocking a new level of efficiency in data extraction. Needless to say, you can achieve even more by customizing this template or adding additional functionality.
Zuva offers a set of pre-built templates, including this flow, all of which can be found on our Power Automate connector page. Furthermore, the Zuva Solutions Engineering team provides assistance for users looking to incorporate DocAI into their workflows.
For more information or assistance, feel free to contact the Zuva support team at support@zuva.ai.
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