AI System for Routing Contract Obligations to Teams

The problem

When contracts, attachments, role matrices and calendars are held in separate sources, their fields must be matched by hand before draft clauses, deadlines and responsible owners can be prepared.

The contract manager must compare every suggested clause, deadline and responsible owner with its source record; missing or conflicting evidence must not replace the final decision.

If a clause that needs to be read together with another clause is not set aside for review, the context between clauses could be treated as settled without human review; the record must not proceed without a human decision.

What we set out to improve

• Time taken for draft clauses, deadlines and responsible owners, together with their supporting evidence, to reach the contract manager for review
• How records set aside for human review because a clause needs to be read together with another clause are resolved
• Number of suggestions corrected after identifying a risk that the context between clauses could be treated as settled without human review

How the system works

1. 01 Retrieve the contract, attachments, role matrix and calendar from permitted sources using the record identifier
2. 02 Link source, date and version information to the shared work record
3. 03 Validate fields and units
4. 04 Prepare the draft clauses, deadlines and responsible owners with their supporting evidence
5. 05 Check for an exception: a clause needs to be read together with another clause
6. 06 Have the contract manager accept, revise or reject the suggestion
7. 07 Record the approved decision and its source in the processing log

Methods we used

• A source-identified common data schema for the contract, attachments, role matrix and calendar
• A decision structure that separates deterministic rules from AI suggestions
• A review screen showing the draft clauses, deadlines and responsible owners alongside the underlying source evidence
• A mandatory human review queue when a clause needs to be read together with another clause
• An event identifier that prevents duplicate processing

Where people stay involved

Data and security

Only the fields required for this decision should be processed from the contract, attachments, role matrix and calendar. Access to the source systems must be authorised separately from the contract manager role, and personal data, commercial information and technical secrets must not be passed into the model context unnecessarily. Reading, suggestions and human decisions must be logged separately.

Who this suits

Frequently asked questions