---
sourceDocument: Yokohama Employee Service Management
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/yokohama/employee-service-management

 Release :

    - yokohama

ft:locale :

    - en-US

ft:publication_title :

    - Yokohama Employee Service Management

ft:clusterId :

    - emplsm

bundleId :

    - emplsm

workflow :

    - Employee


---

# Manage contract repository agentic workflow

# Manage contract repository agentic workflow {#ariaid-title1}

Release version: Yokohama  
Updated July 31, 2025  
![](https://www.servicenow.com/docs/portal-asset/ico-clock) 5 minutes to read
Summarize  
![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI  
This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.  

## Summary of Manage contract repository agentic workflow

The Manage contract repository agentic workflow in ServiceNow enhances contract management by automating the extraction of metadata and obligations from signed contracts.
It also facilitates setting contract reminder dates for renewals or terminations, improving productivity and ensuring timely contract management actions.
Show full answer Show less  
To use this workflow effectively, ensure your user roles have the necessary agentic workflow and AI agent permissions. Business rules must be activated to allow autonomous operation of AI agents. The workflow is accessible through the Now Assist panel, which must be enabled.

## Key Features

* **Metadata Extraction and Contract Reminders:** The AI agent uses the Now Assist contract metadata extraction skill to automatically extract key metadata from contracts when a contract record is created. Contract Managers are notified to review and submit extracted metadata, after which contract reminder dates are calculated based on contract end dates, auto-renewal clauses, and notice periods. Default notice periods apply if specific values are missing. Contract reminders can be reviewed and configured within a playbook.
* **Obligation Extraction:** The AI agent extracts contractual obligations using the Now Assist contract obligation extraction skill. Contract Managers review and accept or reject obligations in the playbook; accepted obligations are recorded under the Obligations tab. Obligation tasks are generated automatically according to predefined schedules or manually for ad hoc tasks. Users assigned to obligations receive notifications, and obligation task statuses track progress from Open to Completed through review stages.
* **Trigger Conditions:** The workflow triggers automatically when a contract repository record is created. For non-self-served requests, the assigned user must have specific AI and panel user roles. For self-served requests, role checks include group managers or group members with appropriate roles. Contract fulfillers and assignment group managers with the required roles can access the workflow conversation in the Now Assist panel.
* **AI Agents Involved:** The Contract Repository AI agent retrieves contract details, extracts metadata and obligations, and calculates average lead times for similar contracts, leveraging the contract metadata and obligation extraction skills.

## Practical Application for ServiceNow Customers

By implementing this agentic workflow, contract administrators and managers can automate critical contract management tasks, reducing manual effort and minimizing risks of missed deadlines. The workflow integrates seamlessly into your contract lifecycle management by providing notifications, automated task creation, and centralized review processes through the Now Assist panel. Ensuring proper role configuration and permissions is essential for smooth operation and full utilization of AI capabilities.  
Use the manage contract repository agentic workflow to improve productivity by extracting metadata and obligations automatically from signed contracts and setting the contract reminder dates for contract
renewal or termination.

## Manage contract repository overview {#cmpro-na-reminder-agentic-wf__section_z3c_f13_v2c}

Important:  
* To use the agentic workflow for your workspace, your role must be configured to use the agentic workflow, and the data access permissions must be set for the AI agents and the agentic workflow.For more information, see [Configuring user access and data permissions for agentic workflows](https://servicenow-prod.fluidtopics.net/m46EnlCKiDw1GWiV5bJ2HA "Configure the security controls to specify the users who can discover or use the agentic workflow, and provide data permissions for the agentic workflow.") and [Configuring user access and data permissions for AI agents](https://servicenow-prod.fluidtopics.net/irSwlYDMTaBvGLmQfSkzmA "Configure the security controls to specify the users who can discover or use the agentic workflow, and provide data permissions for AI agents.").

* The data access permissions must be set for the Now Assist skills, contract metadata extraction, and contract obligation extraction.

  For more information, see [Configure data permissions for Now Assist skills](https://servicenow-prod.fluidtopics.net/rGLi3Jyzy5EvjFGwOY2_yw "Add the user roles for a Now Assist skill to specify the roles that Now Assist uses to access data while performing a task. The user roles control the information that Now Assist can read, update, or share, based on the permissions of the selected roles.").
* To run the AI agents autonomously, ensure that the business rules for the agentic workflow are activated. For more information, see [Activate business rules for the Manage contract repository agentic workflow](https://servicenow-prod.fluidtopics.net/YWemf2Zr31bcWPN~IXH6tA "Activate the Agentic AI - Set reminders for contract and the Agentic AI Set reminders for Econtract business rules to autonomously run the Manage contract repository agentic workflow.").

  If you have customized the manage contract repository agentic workflow, make sure to update the script include to run it autonomously. For more information, see [Update the contracts AI agents handler script include](https://servicenow-prod.fluidtopics.net/kxywfKC1Re8D72bAng~yNw "Update the ContractsAIAgentsHelper script include to add the sys_id of a customized Manage contract repository agentic workflow to run the agentic workflow autonomously.").
* To view the agentic workflow in the Now Assist panel, turn on the Now Assist panel. For more information, see [Activate Now Assist panel standard chat](https://www.servicenow.com/docs/access?context=activate-now-assist-panel&version=yokohama&pubname=yokohama-intelligent-experiences&ft:locale=en-US).
{#cmpro-na-reminder-agentic-wf__ul_nkf_3g4_1fc}  
The manage contract repository agentic workflow uses an AI agent to do the following sequentially.

* Extract metadata from signed contracts.
* Calculate the contract reminder date for renewal and termination.
* Extract obligations from signed contracts.
{#cmpro-na-reminder-agentic-wf__ul_lnd_gjc_dhc}

## Metadata extraction and contract reminders {#cmpro-na-reminder-agentic-wf__section_it3_ydd_dhc}

The AI agent uses Now Assist contract metadata extraction skill to extract key metadata from signed contracts. Once the metadata extraction is complete, you can open the playbook to review the extracted information and set the
contract reminder date.  
The following workflow explains the metadata extraction and contract reminder setup process.

1. As a Contract Admin with the AI role, activate the contract metadata extraction skill in the AI Admin Hub console.
2. As a Contract Admin, activate the business rules.
3. The metadata extraction process is automatically initiated when a contract record is created.
4. Once the extraction is complete, the Contract Manager with the AI role receives a notification indicating that the metadata is ready for review.
5. The Contract Manager reviews the extracted metadata and submits it to update the contract repository.
6. The contract reminder date is then calculated based on the following factors:
   * Contract end date
   * Presence of auto-renewal clause
   * Notice period for contract renewal or termination  
     Note:  
     If the renewal notice period and termination notice period aren't available, it uses the configured default notice period. For more information, see [Set the default notice period for the Manage contract repository agentic workflow](https://servicenow-prod.fluidtopics.net/KaRYaxLJuuhv2t4JcyZ3iQ "Configure system properties to set the default notice period for the Manage contract repository agentic workflow.").
   {#cmpro-na-reminder-agentic-wf__ul_qgr_gjp_2hc}
7. The Contract Manager sets the contract reminders in the playbook by reviewing the calculated date and configuring the recipient list for the reminders.
{#cmpro-na-reminder-agentic-wf__ol_u13_k3p_2hc}

For more information, see [Review AI-extracted metadata and contract reminder date](https://servicenow-prod.fluidtopics.net/lsaagrtYaHskfAnksvhV4A "Use the contract playbook to review and update the AI-extracted metadata and contract reminder date.").

## Obligation extraction {#cmpro-na-reminder-agentic-wf__section_tgm_mt3_dhc}

The AI agent uses Now Assist contract obligation extraction skill to extract key contractual obligations from contracts. Once extracted, you can review the obligations within the contract playbook and choose to accept or reject them.
Accepted obligations are added as records in the Obligations tab of the contract record.  
The following workflow explains the obligation extraction process.

1. As a Contract Admin with the AI role, activate the contract obligation extraction skill in the AI Admin Hub console.
2. As a Contract Admin, activate the business rules.
3. The obligation extraction process is automatically initiated when a contract record is created.
4. Once the extraction is complete, the Contract Manager with the AI role receives a notification indicating that obligations are ready for review.
5. The Contract Manager reviews the extracted obligations within the contract playbook. Each obligation can be accepted or rejected based on relevance.
6. Approved obligations are automatically added as obligation records in the Obligations tab of the contract record.
7. Obligation tasks are created.
   * For a recurring schedule, the obligation tasks are automatically created for the obligation record based on the defined schedule.
   * For an ad hoc schedule, the contract manager creates an obligation task from the Obligation tasks tab in the contract record.
   {#cmpro-na-reminder-agentic-wf__ul_lgh_vq4_2hc}
8. The assigned user is notified when the obligation task is created.
9. The assigned user works on the obligation task and submits it for review.The state of the obligation task changes from Open to Awaiting approval.

10. The Obligation Fulfiller reviews the task and approves or rejects it.
    * If the obligation task is rejected, the state of the task changes to Open, and the assigned user continues to work on it.
    * If the obligation task is approved, the state of the task changes to Completed.
    {#cmpro-na-reminder-agentic-wf__ul_mgh_vq4_2hc}

{#cmpro-na-reminder-agentic-wf__ol_kgh_vq4_2hc}For more information, see [Review AI-extracted obligations](https://servicenow-prod.fluidtopics.net/_eV3eC6z89Ba6lZRk33_pQ "Use the contract playbook to review, edit, approve, or reject obligations automatically extracted from contract documents. Approved obligations are added as obligations records in the Obligations tab of the contract repository.").

## Conditions for the agentic workflow to trigger {#cmpro-na-reminder-agentic-wf__section_ix2_d2j_dhc}

The manage contract repository agentic workflow for a non-self-served request is triggered as soon as the contract repository record is created and the
Assigned to user in
the request has the sn_cm_gen_ai.ai_contract_fulfiller and now_assist_panel_user role.  
The manage contract repository agentic workflow for a self-served request is triggered as soon as the contract repository record is created and the following conditions are met:

* The group manager of the Assignment group has the now_assist_panel_user role.
* If there's 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 sn_cm_gen_ai.ai_contract_fulfiller and now_assist_panel_user role.
{#cmpro-na-reminder-agentic-wf__ul_pdz_rst_x2c}  
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 isn't supported in the Virtual Agent panel.

## Accessing the agentic workflow {#cmpro-na-reminder-agentic-wf__section_ek3_4zt_x2c}

Role required: sn_aia.admin

If your generative AI service provider isn't Now LLM Service, ensure that the API connections and credentials are configured. For more information, see [Configuring API credentials for generative AI capabilities](https://www.servicenow.com/docs/access?context=configuring-api-credentials-for-generative-ai-capabilities&version=yokohama&pubname=yokohama-intelligent-experiences&ft:locale=en-US).  
1. Navigate to AllAI Agent StudioCreate and manage.
2. Select Manage contract repository.
{#cmpro-na-reminder-agentic-wf__ol_s5g_mnn_v2c}

## AI agents used in the manage contract repository agentic
workflow {#cmpro-na-reminder-agentic-wf__section_qxr_4wm_v2c}

{#cmpro-na-reminder-agentic-wf__table_rpx_swm_v2c__entry__2}

| Name | Description |
|-|-|
| Contract Repository AI agent | Uses various tools to perform the following: * 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. * Extracts metadata from signed contact documents based on the applicable use case in the contract metadata extraction skill. * Extracts obligations from signed contact documents based on the applicable use case in the contract obligation extraction skill. * Calculates the average lead time for similar contracts. {#cmpro-na-reminder-agentic-wf__ul_bfc_mfk_dhc} |
[Table 1. AI agents names and descriptions]

{#cmpro-na-reminder-agentic-wf__table_rpx_swm_v2c}

*[\>]: and then