Overview
Smart Admin is a LinkSquares AI-powered suite of features to better organize and search through your contracts within LinkSquares Analyze. Smart Admin consists of three features: Smart Renaming, Smart Tags and Smart Types.
These three features use AI to pull in and organize account data, so you do not have to take on the manual work.
For a video tutorial, go to this page
Process
Smart Admin is made up of three features:
- Smart Renaming
- Smart Tags
- Smart Types
Smart Renaming
Smart Renaming enables the ability to rename your files with a specific, designated naming convention. This feature allows your agreement names to be uniform on the application.
Administrators can configure a naming convention via the Agreement Name Builder. The Agreement Name Builder is an intuitive layout to configure how agreement names will be displayed within Analyze based on set specifications.
1. To begin, go to Settings from the app selector (top left of page)
2. Select Analyze App
3. Go to the Renaming tab.
4. This will open the Agreement Name Builder.
5. Drag, drop, and order the multi-colored Agreement Name Components to fit your business needs.
Options include:
- Original File Name
- Agreement Type
- Effective Date
- Effective Year
- Parties
- Document title
6. Once completed, choose the orange 'Save Renaming' button, with options Apply to New Agreements Only OR Apply to All Agreements.
Seperators
By default, the agreement name components are separated by hyphens. Additional separators include:
space, period (.), comma (,), semicolon (;), colon (:), hyphen (-), slash (/), backslash (\), or vertical bar (|).
If you would like to change how the different components are separated from the default hyphenation, choose the drop-down menu with the separator nd select a new option.
Date Format
When leveraging the Effective Date as part of the naming convention, define your date format preferences for further customization by selecting the Date Format drop-down.
Select between the numerical default that displays the effective date as YYYY-MM-DD (e.g., 2023-04-30) or the abbreviated text as DD-MMM-YYYY (e.g., 30-Apr-2023) with the month as a three-character text string.
Note:
- Smart Renaming does not change the name of the original uploaded document; it changes how the agreement is displayed in Analyze.
- The final version name in LinkSquares Finalize is ingested as the original file name in Analyze – not the Finalize agreement name.
- All Analyze users will be able to view this new Agreement name format.
- The date format setting applies only to the Smart Renaming convention, not to the display of Smart Values across your repository.
- When applied to All Agreements, the processing time to completion will be determined on how many agreements are in your company's Analyze platform. An email will be sent once completed.
- Any prior custom names will not be overridden automatically. Visit the individual agreement page and choose Smart Renaming when opening the Agreement name to edit.
Note: When searching for an agreement by name, and it is not searchable, review the naming convention. If Smart Renaming is on, then the Original file name will not be searchable. Searching in the account logs can provide the original agreement name and smart renaming of the agreement.
Smart Tags
Smart Tags is a feature in which LinkAI reads through agreements and picks up on key terms (e.g., effective date and parties) to use as tags. This allows finding documents more easily and improves the accuracy of searches.
LinkAI adds Smart Tags in addition to the tags you input as a user. Enabling Smart Tags will have no impact on the tags already in the system. The example above applies 'LinkSquares, Inc.', 'Auten', and '2024'
To learn more about tags, reference our article on Tags vs. Folders.
Smart Types
Smart Types is a feature where LinkAI reads through agreements and automatically assigns one of the 26 most common agreement types.
- Amendment
- Reference
- Service Agreement
- Financial Agreement
- Letter
- Terms and Conditions
- Corporate Agreement
- Sales Agreement
- Release Agreement
- Requisition Document
- Non-Disclosure Agreement
- Assignment
- Master Agreement
- Addendum
- Employment Agreement
- Consent Agreement
- Property Agreement
- Mutual Non-Disclosure Agreement
- Data Agreement
- Business Associate Agreement
- Certificate of Insurance
- Publishing Agreement
- Consulting Agreement
- Contractor Agreement
- Statement of Work
- Order Form
If the agreement type falls outside of the 26 common agreement types, a user-generated type can be selected manually.
Learn more about Smart Types in our article Creating and Updating Agreement Types.