Aivan.ai
User Guide

Sign in to Aivan.ai

➜ Open your browser and navigate to my.aivan.ai.

➜ Enter your username and click ‘Done’.

➜ On next screen, enter your password and click ‘Sign In’.

In case you have forgotten your password, click on  ”Forgot your password?” –link and follow the instructions.

Account management

NOTE: Only administrator can manage account setting.

To access Account management, select ‘Account settings’ in user menu.

Organizations 

In ‘Organisation’ tab, you can manage your own legal entity data. Aivan.ai will utilise this list when determining the role of a contracting party.

 

➜ To add a new legal entity, click the red ‘+’ icon on the top right corner

➜ To edit existing legal entity, just click the text you want to edit. Remember to save your changes after the edit.

➜ To delete an existing legal entity, click the Trash can icon behind it.

➜ You may ‘Force’ one of the legal entities to be a default organisation for all uploaded contracts. In other words, this legal entity will be proposed as a party for each uploaded contract even though AI would not find that party in the contract.

 

User limits

This tab will show the total number of user licenses per user type, as well as the number of available licenses.

 

In this screen, you can determine if new editor user can or can not by default create tags and manage binders.

Contract metadata

Note: this tab is only visible for such accounts, which have the ‘Custom metadata’ module activated. In case you are not seeing this, but would like to manage the contract metadata for your account, contract Aivan support (support@aivan.ai).

In this tab you can manage contract metadata. Watch video below to see how.

 

 

Reminder settings

In this tab you can define what kind of reminders are proposed, when the user click the ‘clock’ icon in any date field with a future date in contract’s ‘Details’ tab.

You may add as many reminders as you wish.

NOTE: you can restore the default values (three reminders: 14 days, 1 month, 3 months) with ‘Load original defaults’ action, which you can find in the action menu (…).

Adding a new contract

By e-mail

Easiest way to add a new contract to Aivan.ai is to send it by e-mail.

Video below shows how to do this.

Using the application

You may also add new contract in Aivan.ai directly from the application.

➜ Sign in to Aivan.ai

➜ Click on ”Add Contract” -icon (top right corner).

This will open the upload pop-up.

➜ Drag the contract file(s) on upload pop-up window.  Alternatively you may click the ”Select file…” –button to open the file browser and select the file(s) using it.

➜ You may upload several files at the same time: either as a single contract (all files are related to this same contract) or each file as a separate contract (switch on the bottom of the upload dialog).

➜ If you upload several files as one contract, mark the main contract file by clicking on the contract, NOTE! The main contract must in .pdf or .tiff format.

➜To start the upload, click on “upload” button.

Your contract(s) will now appear in “Inbox” view. It will go through the very same AI process as if sent by e-mail. As long as contract’s status is “processing”, you can’t do much with it. But once the status changes to “Not review”, you may click on the contract thumbnail and enter the same review screen as in e-mail process.

Archiving or deleting a contract

You can change the contract status with quick menu on contract thumbnail.

➜ To archive your contract, click “Archive” button.

Note: Archived contract does not show up on the Contract Desktop or Binders. Nor it is taken included in search results.

You can find archived contracts with search filters.

➜ To delete the contract, click “Delete contract” button.

Managing binders

You may organize your contracts using binders. Binders are also practical for user rights management.

Creating a new binder

You may create as many binders as you wish.

Binders are hierarchical, thus you may create binders inside of a binder.

➜ Click “BINDERS” icon on the left column to open the Binders view

➜ If you wish to add a new binder in root, click “+ New binder” icon

➜ Binder pop-up opens: Enter name to your new binder and click “Create”

➜ If you wish to add a new binder inside of on existing binder, navigate to that specific binder and click “+ New Binder” icon in that specific binder.

Renaming / removing a binder

You can easily rename or remove a binder

➜ Click “BINDERS” icon on the left column to open the Binders view

➜ Navigate to the binder you want to rename / remove

➜ Click “…” icon to open the action menu for that specific binder.

➜ Select “Rename” to rename the binder, “Remove” to remove the binder.

Managing who can see / edit the binder and its content

You can manage the user rights on the binder level (as well as on contract level).

➜ Click “BINDERS” icon on the left column to open the Binders view

➜ Navigate to the binder which rights you want to modify

➜ Click “…” icon to open the action menu for that specific binder.

➜ Select “Sharing” to open the Sharing pop-up

➜ You can either add a new user or user group to the binder. To do this, either click ‘Add User’ or ‘Add Group’ button.

➜ After that, select the user or group you want add to this binder and then the permission level (view / edit). “View” gives user view rights to that specific binder and all sub-binders below it, including the contracts in these binders. “Edit” gives user edit rights to same content.

➜ Click ‘Add User’ or ‘Add Group’ button to add the rights

➜ To modify existing user rights, click the ‘pen’ icon right after the user name.

➜ To delete existing user rights, click the ‘cross’ icon right after the user name.

Export to excel

You may export meta data of contract as .xls file (Excel file).

 

➜ in ‘Contracts’ view, limit the result list with a free text search and/or filters.

➜ Select ‘Download Results’ item from the action menu (… on top right corner)  to export all metadata of the contracts in the search results.

Filters

You may narrow down the contracts shown on the Contract Desktop (CONTRACTS view) by using filters. To open up the filters, click on the “FILTERS” button.

➜ The content of the Filters is depended on the metadata set that your Aivan.ai account has. In standard settings you may filter with following attributes:

Basic filters:

  • Contract status
  • Contract effective date
  • Contract end date
  • Contract upload date
  • Contracting party
  • Tags
  • Contract owner

Advanced filters:

  • Contract binder
  • Main document language
  • Number of attachments
  • Number of pages in the main document
  • Number of activities
Note: You may use both filters and free text search to limit search results.

 

Managing contract details

Editing metadata

➜ To open contract detail view, click on the contract thumbnail on CONTRACT view.

➜ You may add/edit contract metadata in DETAILS tab.

➜ To edit any existing meta data, just click on it and start editing. After you have done your changes, click “Save changes” button to save the changes or “Reset changes” button to undo your changes.

 

Using tags

Quick reminders

➜ In contract’s metadata in DETAILS tab, all future dates have a ‘clock’ icon attached to them (see picture above).

➜ You may quick create reminders related to that date by clicking that icon.

 

➜ AIVAN will propose three reminders based on that specific date: one three months before, one a month before and one 14 days before.

➜ By default, all three reminders are selected. You may unselect the reminders you don’t want to have.

➜ You may adjust the date and time of each proposed reminder.

➜ Modify the subject if needed. The default subject is contracts title and the date based on which the reminder has been created.

➜ Select the user(s) you want these reminders to be sent to on selected dates.

➜ Finally click ‘Add Reminders’ button to create the reminders.

Adding contract to binder(s)

You may add the contract to one or more binders.

➜ Open the contract.

➜ Select “Binders” tab.

➜ Click “Add to Binder” button. A Binder pop-up opens.

➜ Select the Binder to which you want to add the contract.

NOTE: you may add the contract to several binders.

Activities

You may add as many activities to your contract as you wish. A reminder e-mail is sent on the date set in activity to the person set. You may also edit the message in the reminder.

 

➜ Choose ”Activities” – tab.

➜ Click  ”Add new reminder” –button to add a new reminder to the contract in question.

➜ Select the date and time when the reminder email is to be sent

➜ Optionally you may set a deadline (date & time) for this activity

➜ Select recurrence (singular, weekly, monthly, quarterly, annually)

➜ Enter subject for your reminder.

➜ Select the user(s) to whom it is sent

➜ Click ”Add reminder” –button to save the reminder.

All reminders for a specific contract are listed on the “Reminders” tab. If you want to edit, remove or mark as complete a specific reminder, click “…” button on the reminder row to open a menu and then select the right action.

Files & Emails

You can manage contract’s files in ‘Files & Emails’ tab. One contract in Aivan.ai service consists of one or several files. One on the files is set to be “Main contract document” (this is the first one on the list). To manage the files:

 

➜ Choose ”Files & Emails” – tab.

➜ Click  ”…” –button on the file row you want to manage

➜ Action menu has following items:

– “Make main contract document” – this action will promote the specific file to main main contract document. Main contract document is the file, which Aivan.ai’s AI-engine uses as main source for metadata and which is shown as a contract thumbnail.

– “Change document type to other” – this action will change the document type to ‘other’. Typically non-legal files are set to ‘other’ type (such as the original word-document, which was used to create the contract).

– “Hide this document” – if a file is hidden, only the users, who have editing rights to this contract, can see it (this is handy if most of the contract files may be shared with other users, but one or some of the files are more secret – those files can be hidden from all user with view-only rights to this specific contract).

– “Download” – this action will download the file in question.

– “Download as text” – this action will download the text content of the file as .txt file

– “Rename” – this action will rename the file.

– “Archive” – this action will archive the file in question. Note: you can’t archive the main contract document. If you wish to archive that, you first have to promote another file to main contract document.

➜ You may upload new files to contract with drag & drop to the zone on top of the page. Clicking that are will open the file dialogue.  Note: If you wish to upload a new main contract document. Upload it first as an attachment and then promote it to main contract document.

E-mails

You can attach e-mails to any contract and see and manage them on ‘Files & Emails’ tab.  Video below shows how e-mails can be added to a specific contract.

Notes

You may add several notes to your contract and even anchor them to a specific place in any contract file. See video below for more info:

 

Audit log

Contract owner and administrator may see a full audit log for the contract in Audit Log tab.

 

➜ Audit log will show the list of user who have viewed or edited the contract. You may click any of the lines for additional information.

➜ You may also download the full raw audit file, by clicking “Click here to dowload the unfiltered raw log”.

Aivan.ai service has a powerful search. Full contract text (including all appendixes which are uploaded in pdf format) is indexed for the free text search).

➜ You may use the free text search in CONTRACTS view.

➜ To perform a search, enter the free text string in the “Search contracts” field, and hit enter or click on “Search” button.

Basic search words and phrases

When you type a simple word or phrase in the search box, Aivan.ai will search for those words in the same order.

Aivan.ai will automatically search for different inflected forms. If you type in “love” in the search box, you’ll get results also for “loving”, “loves”, etc.

To search for…Type this in the search box
shoesshoes
the phrase ”running shoes”running shoes

Exact matching

Normally, search results include different variations of words. The search for a word or phrase exactly as you typed it, surround it with double quotes:

To search for…Type this in the search box
kayaking (exactly)“kayaking”
it’s a boy (exactly)“it’s a boy”

Excluding words

If you want to exclude certain words or phrases from the search results, type a minus sign right before the word. To exclude a phrase, put it in quotes first.

To search for…Type this in the search box
cats, but not dogscat -dog
dogs, but not Jack Russellsdog -“Jack Russell”

Alternative words (OR)

To search for multiple alternatives in one search, type the word “OR” (in capital letters!) between all the words you want.

To search for…Type this in the search box
cats or dogscat OR dog
Jack Russells, Bull Terriers, or CairnsJack Russell OR Bull Terrier OR Cairn Terrier
cats, dogs, or rabbits, but still no Jack Russellscat OR dog OR rabbit -“Jack Russell”

Multiple required words (AND or a comma)

If you want words to be all present, but not necessarily one after the other, type the word ”AND” (in capital letters!) between all the words you want.

To search for…Type this in the search box
cats and dogscat AND dog
all three of cats, dogs, AND rabbits, but still no Jack Russellscat AND dog AND rabbit -“Jack Russell”

Notice how the search “cat dog” is different from “cat AND dog”. Searching for “cat dog” brings results where the words “cat” and “dog” occur one after the other, in that order. Searching for “cat AND dog” gives results where “cat” and “dog” both occur somewhere in the same document, in any order.

Alternatively, you can use a comma instead of “AND”. These two searches are equivalent:

craft beer AND new york
———————————————-
craft beer, new york

Grouping boolean queries

Normally, searches look both in the title and content of articles. You can choose to search in only the title or only the content using special search predicates.

To search for…Type this in the search box
running shoes (in title only)title:”running shoes”
running shoes (in content only)content:”running shoes”
running in title, but no shoes in contenttitle:”running” -content:”shoes”

These title: and content: search predicates can be used as a part of boolean queries just like any other search expression.

Supported browsers

We recommend using Aivan.ai with the most recent stable version of Apple® Safari®, Mozilla®, Firefox®, or Google Chrome™.

 

Microsoft Edge is also supported with following known issues:

Activities – manual date entry does not work (workaround is to use the calendar)

Search results mark-up – the green color is not transparent in Edge.

 

NOTE: Internet Explorer in not supported.

User groups

You can manage User Groups in the user management view. Click “GROUPS” tab on top of the page to access User Group view.

Creating and editing a user group

To add a new User Group, click “ADD GROUP” button on the top right corner.

➜ Enter name for the User Group

➜ Click “SAVE”

Now the new group will appear in the group listing.

To edit user group members, click the pen icon on the user group’s row.

User Group’s edit view will open.

 

➜ to add a new user to the group: In ‘Select a user to be added’ field, start typing the user name.

➜ to remove the user from the group: click the red tick in user row

➜ finally click “SAVE CHANGES” to save your changes.

User management

NOTE: Only administrator can manage users and user groups.

To access User Management, click the USERS icon on left pane.

 

Creating a new user

To add a new user, click “ADD USER” button on the top right corner.

 

➜ Enter user’s full name (first name + last name)

➜ Enter user’s e-mail address

➜ Choose the activation time frame (if the user does not activate the account with in this time frame, the user account will not be created).

➜ Select profile for the user:

Editor – can view contracts and edit contract data
Viewer – can view contracts
Administrator – can edit both contract data and users, also can see all content

NOTE: the remaining number of available user licenses is shown for each profile.

➜ For Editors: Choose if user can create new tags or not (note: the default value for this field can be set in the account settings).

➜ For Editors: Choose if user can manage binders (note: the default value for this field can be set in the account settings).

➜ For Admins: Choose if user can manage users and groups.

➜ For Admins: Choose if user can manage account settings and tags

➜ For Admins: Choose if user can manage custom metadata

➜ For Admins: Choose if user can manage all content in the account. NOTE: be careful with this setting. This user can manage ALL content in the account.

➜ Choose if the activation e-mail is sent.

➜ Click “CREATE” to create a user

Edit / delete a user

You can edit or delete an existing user by clicking (…) icon on the user’s row.