Manage contract repository agentic workflow

  • Release version: Xanadu
  • Updated March 28, 2025
  • 2 minutes to read
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    Summary of Manage Contract Repository Agentic Workflow

    The Manage Contract Repository Agentic Workflow enables organizations to enhance productivity by autonomously generating milestone reminders for contract renewals and terminations. This workflow leverages AI agents to retrieve essential contract details and create timely notifications for business owners or contract administrators regarding expiring contracts.

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    Key Features

    • Autonomous Operation: To function automatically, business rules must be activated for the agentic workflow.
    • AI Agents: The workflow utilizes specific AI agents to extract contract metadata, calculate lead times, and set reminders for contract milestones.
    • Trigger Conditions: For non-self-served requests, the workflow is initiated when a contract repository record is created or modified with a contract end date, provided the user has the appropriate role. For self-served requests, similar conditions apply, but focus on the assignment group manager's role.
    • Integration with Now Assist: Users can view the agentic workflow conversation in the Now Assist panel, which must be enabled for visibility.

    Key Outcomes

    By implementing the Manage Contract Repository Agentic Workflow, customers can expect to automate the monitoring of contract timelines efficiently, ensuring timely reminders for critical contract milestones, thus reducing the risk of missed deadlines and enhancing overall contract management effectiveness.

    Use the Manage contract repository agentic workflow to improve productivity by autonomously creating milestone reminders for the notice period of contract renewals or the notice period for termination of contract renewals.

    Manage contract repository overview

    Important:
    The Manage contract repository agentic workflow can help notify business owners or contract administrators about expiring contracts by automatically creating milestone reminders for the notice period of contract renewals or the notice period for termination of contract renewals. The agentic workflow uses AI agents to retrieve contract details such as the renewal notice period, termination notice period for renewals, or auto-renewal clause information, and determine the average lead time for similar contracts to create the milestone reminders.
    Note:
    If the renewal notice period and termination notice period are not available, it uses the default notice period. For more information, see Set the default notice period for the Manage contract repository agentic workflow.
    The agentic workflow for a non-self-served request is triggered when the following conditions are met:
    • The contract repository record is created with a contract end date, or the end date in a contract repository is modified.
    • The Assigned to user in the request has the now_assist_panel_user role.
    The agentic workflow for a self-served request is triggered when the following conditions are met:
    • The contract repository record is created with a contract end date, or the end date in a contract repository is modified.
    • The group manager of the Assignment group has the now_assist_panel_user role.

      If there is no group manager for the Assignment group, one of the users in the Assignment group has the now_assist_panel_user role.

      If the user requested changes on the contract request, the Assigned to user or the group manager in the request has the now_assist_panel_user role.

    Contract fulfillers and assignment group managers with the now_assist_panel_user role can view the agentic workflow conversation in the Now Assist panel.
    Note:
    The agentic workflow is not supported in the Virtual Agent panel.

    Accessing the agentic workflow

    Role required: sn_aia.admin

    If your generative AI service provider is not Now LLM Service, ensure that the API connections and credentials are configured. For more information, see Configuring API credentials for generative AI capabilities.

    1. Navigate to All > AI Agent Studio > Create and manage.
    2. Select Set reminders for contract milestones.

    AI agents used in the Manage contract repository agentic workflow

    Table 1. AI agents names and descriptions
    Name Description
    Extract contract metadata AI agent Extracts the renewal notice period, notice period to terminate the renewals, and auto-renewal clause information from signed contact documents.
    Calculate contract lead time AI agent Determines the average lead time for similar contracts.
    Set contract milestone reminder AI agent Creates contract renewal reminders.
    Contract record handler AI agent Retrieves the contract repository details, such as contract vendor, contract model, contract document's attachment ID, and so on from a specific contract repository record.