Overview

The DOC REVIEW block allows documents generated by the DOC GEN Block to be visible to the end user. Additionally, the DOC REVIEW block allows for document negotiation.

1. View Document
2. Document Review
3. AI Key Term Extraction

View Document

The view document settings allows end users to see any documents generated by DOC GEN blocks as part of the flow. 

The DOC REVIEW block only allows for a single document to be shown - which can be selected via the dropdown titled "Document Variable".

You can also control the download permissions for the DOC REVIEW block - allowing any combination of PDF and DOCX, or neither.

Document Review

SKIP AHEAD TO 
What is Redlining?
How to set up "Document Review" (Redlining) on the Checkbox Platform
Key Components of Redlining from an end-user perspective
Setting up negotiation or "back and forth" between parties
View Document

What is Redlining?

Redlining allows users to handle document negotiation, versioning, review and markup directly on the Checkbox platform.

How to set up "Document Review" (Redlining) on the Checkbox Platform

Before adding the "Document Review" block, you'll first need a document variable (either a document generation block or a document upload variable).

1. In your app Studio, drag in the DOC REVIEW block and connect it to the previous block:
   
   
2. When the DOC REVIEW block is selected, select the "Document review" option under "SETTINGS".
   
   
3. Select a "Document variable" (This will be the document shown to end users for review).
   
   
   
4. Provide an "Instruction Header" and "Instruction Message" for the end-user to follow to complete their task.
   
   
   
5. [OPTIONAL] Set a "Document edited variable" - this is an optional variable that tracks whether the document reviewer has made any markups or uploaded a new document version.
   

Additional Settings

Prohibit offline editing

Prevents the reviewer from making markups offline, ensuring all markups occur on Checkbox.

Display document history

Allows the reviewer to view historical versions of the document. When this setting is OFF, the reviewer will only be able to see the latest external version of the document.

Allow internal versions

Allows the reviewer to view both internal and external versions in the document history tab. In addition, the reviewer will be allowed to save and mark document versions as internal.

Key Components of Redlining from an end-user perspective

The editor is what end users will see when they get to the Redlining or Document review block. This is the interface that will allow them to review and markup directly on the Checkbox platform. This is also where end users can add comments to the document.

Review Panel

The review panel is where end users can see an overview of the document, download the current version of the document, view historical versions of the document, and track document history.

Instruction header and message

The Instruction header and Instruction message are shown in the default view of the review panel. 

Both of these fields are configurable when setting up the Document review block.

Current version details

Current version details are also available in the review panel. This includes who the version was created by and when it was created. This can be found by hovering over the information tooltip icon near "Currently viewing".

Document History

In the "Document History" tab of the review panel, you are able to see a list of all the versions of the document that have been created (including both Draft and Previous versions). Whether the end user can see both internal and external versions is dependent on the configuration of the Document review block. The end user can easily navigate between different versions of the document by clicking on any of the versions in the "Document history" tab. It is noted that previous versions of the document are read-only so the end user can only make changes to the current version.

Action bar

The action bar at the bottom of the screen provides the end user with different navigation options. In addition to the usual "BACK" button, which takes you to the previous page, the Document Review block has two additional actions users can take:

• Finish Document Review - If the user has not made any changes to the document, this option takes the end user to the next page in the app. However, if the user has made changes to the document, clicking this option will prompt the user to save a new version along with a description of the changes they have made. After this, the end user to the next page in the app.

• Markup Offline - this option can be disabled in the Document review block settings. If enabled, this will allow the end user to download the document and markup it offline. Once the end user has finished editing the document, they can upload the new version to the Checkbox platform.

External or Non-checkbox users

For end users that are external to your organisation or don't have a Checkbox account, they will be prompted for their name and email address before they can access the document. This is to ensure that any markup on the document can be attributed to the correct end user.

Setting up negotiation or "back and forth" between parties

So far, we have set up a single redlining (or "Document review") block. To support negotiation or "back and forth" between relevant parties in your app, workflow blocks can be used to allow the correct user(s) to see the document in the correct sequence. For example:

View Document

Note: If you don't have the Redlining add-on module enabled on your Checkbox account, you will still be able to use the "View document" option to allow for an offline editing user experience.

"View document" lets you display a preview and allows end users to download the report that was previously generated in your app. This helps end users to review their generated document and make any amendments to their responses in the Assessment before submitting for completion. 

Key Components of Redlining from an end-user perspective

The editor is what end users will see when they get to the Redlining or Document review block. This is the interface that will allow them to review and markup directly on the Checkbox platform. This is also where end users can add comments to the document.

Current version details

Current version details are also available in the review panel. This includes who the version was created by and when it was created. This can be found by hovering over the information tooltip icon near "Currently viewing".

Document History

In the "Document History" tab of the review panel, you are able to see a list of all the versions of the document that have been created (including both Draft and Previous versions). Whether the end user can see both internal and external versions is dependent on the configuration of the Document review block. The end user can easily navigate between different versions of the document by clicking on any of the versions in the "Document history" tab. It is noted that previous versions of the document are read-only so the end user can only make changes to the current version.

Action bar

The action bar at the bottom of the screen provides the end user with different navigation options. In addition to the usual "BACK" button, which takes you to the previous page, the Document Review block has two additional actions users can take:

• Finish Document Review - If the user has not made any changes to the document, this option takes the end user to the next page in the app. However, if the user has made changes to the document, clicking this option will prompt the user to save a new version along with a description of the changes they have made. After this, the end user to the next page in the app.

• Markup Offline - this option can be disabled in the Document review block settings. If enabled, this will allow the end user to download the document and markup it offline. Once the end user has finished editing the document, they can upload the new version to the Checkbox platform.

External or Non-checkbox users

For end users that are external to your organisation or don't have a Checkbox account, they will be prompted for their name and email address before they can access the document. This is to ensure that any markup on the document can be attributed to the correct end user.

AI Key Term Extraction

AI Key Term Extraction is a feature on the DOC REVIEW block that allows for the extraction of metadata from document variables.

To use the AI Key Term Extraction feature, just select the option:

Once you have selected the "Extract key terms with AI' option, you will then need to select a Document Variable for the extraction to be run on. Similarly to the View Document function this can be any Document Variable previously declared in your app. For example, if you are asking your end user to upload a contract on an earlier FORM block in your app.

Next, you need to determine what variables or metadata you want to extract from the document.

By default, the following 5 key terms will be extracted. However, you can edit, remove or  add additional key terms that you would like to extract. To allow for you to use these variables with Checkbox variables, we also allow you set the field type you are trying to extract. For example, if you want to extract a numerical value for future calculations, you can set the Field Type to be extracted to be a Number. You can also set Field Type to Date for metadata such as renewal or termination dates.

As you can see in the above screenshot, you also have the freedom to set the name of the newly created variables from the AI-powered extraction. 

Names and Descriptions

To get the best results with the AI Key Term Extraction feature, you need to provide clear and descriptive names and descriptions. The AI model uses these two pieces of information to identify what data to extract from the underlying document. 

A tip here is to pretend you are providing the key term name and description to a new team member, so that they will be able to find the relevant data or clause in the underlying contract.

Human in the loop

As with all AI features, it is impossible to guarantee a 100% accuracy rate. As such, we have designed the feature with a "human in the loop" philosophy.

An end user going through this block will be presented with the extracted variables for them to check, edit (optional), and then confirm. There is currently no option to toggle off this "check". As the quality of AI models improves over time, we may introduce a fully automated option.

Example Use-cases

1. Reduces the time required for paralegals/contract managers to manually read executed contracts and re-key all key terms into a system of record (e.g. SAP Ariba) prior to or at contract storage
2. Extracting key dates such as the renewal date and using Scheduled Tasks to send reminders to avoid missing key contractual deadlines. Similarly, any date-based obligations can be managed in this way (e.g. perform certain service by certain date or otherwise get penalised 10% of the contract fees)
3. Extract billing details within an executed contract and automatically send this to Finance (as a variable) using a Checkbox workflow