Upload master agreements, order forms, invoices and vendor addenda to the License and Contracts Manager (LCM). Each document either backs up a contract or licenses you already hold, or gives NEO the source to extract new contract and license data from. Either way, the paperwork sits next to the data it proves, ready for an audit.
Add custom fields to the contract template
If your contracts carry information the standard fields don’t cover, such as an internal project code, add it to the contract template before you upload. For now, NEO puts extracted custom field values in the contract’s Description; see Check your custom fields.
- In LCM, open Settings, then the Custom Contract Template.
- Click Add field.
- Enter a Field name, choose its Type, and optionally add a Description of what the field is for.
- Click Save changes. Add more fields first if you need them, and drag a row to reorder.
A confirmation lists what will change, such as 1 field added. Click Save to apply it.
Open the Documents tab
In LCM, open the Documents tab. It lists every uploaded document with its vendor, type, status and upload date. Use the filter to narrow the list, and the menu at the end of each row to act on a document.
Upload documents
- Click the upload button at the top right of the list.
- Drag your files into the dialog, or click Browse to select them. Each file can be up to 18 MB, in any of these formats: docx, jpeg, jpg, pdf, png, tar, tar.gz, tgz, tif, tiff, webp or zip.
- Choose what to do with the files:
- Add as evidence links them to a contract or licenses you already hold. Pick the Contract and Licenses they belong to.
- Extract with NEO has NEO read the documents and extract the contract and license data for you to review.
- Click Upload.
Check the status
Each document’s Status shows where it is, such as Uploaded, In Review or Needs your attention.
Review what NEO extracts
When you choose Extract with NEO, NEO reads the document and proposes the contract and licenses it describes. Nothing is added to your records until you review it.
Open the document from the Documents tab. The NEO Extraction panel summarises what NEO found and lists the contract and each license, with the document itself alongside for comparison. Items that match something you already hold are marked In your records, and anything waiting on you is marked Needs review.
Review the contract
Click Review on the contract, then choose what to do with it:
- Update contract: Compares the extraction with a contract you already hold, so you keep or take each change
- Add new contract: Creates a contract from the number, name and vendor NEO extracted
- No contract: Saves the licenses without a contract
If you choose Update contract, NEO asks you to select the Contract to update; if it found a match, that contract is already selected. NEO then lists which fields match and which differ. For each field that differs, it shows the Current value next to the value From document, with the page it came from. Select the value you want to keep, then click Accept contract.
If NEO finds no matching contract, Matched shows No record found. Choose Add new contract to create one from the extraction. NEO fills in each field and labels it with the page of the document it came from, such as Page 1. If the document doesn’t contain a required value, NEO flags it in two places: a warning at the top of the form, such as Missing from the document: End Date, and on the field itself, which shows Enter end date. Type the value in yourself.
Accept contract stays unavailable until every required field is filled. Once they are, click Accept contract.
Check your custom fields
NEO currently saves the values for your custom fields in the contract’s Description. In this example, Internal Project Code from the document ends up in Description alongside the master agreement number.
Review the licenses
Back on the overview, the contract is marked Accepted. Open each license to review it, or tick Add all licenses to take them all. For a new contract, every license is added as new under it.
The overview sums up what will be saved, for example Will save: a new contract · 13 new licenses. Click Save changes. Licenseware creates the contract and adds the licenses under it.
