Step 1: Collect Data
- Gather the following recommended data and files:Contract type and description
- Copy of the Standard Form; and,
- 5-10 final executed copies (i.e., signed) on the Standard FormIf possible, collect markups comparing the final execution copy to the original form in Word.
- It is helpful to run a comparison against the standard form to reveal the negotiated positions that ultimately deviated from the standard form. Alternatively, "second pass" markups responding to a counterparty's "first pass" markup might be advantageous as an indication for fallbacks and other constructive language for historical purposes.
- If you need assistance, here is a helpful link on how to submit information to an onboarding specialist at DocJuris.
Step 2: Create a Playbook via Workshops
- Since no playbook is available, it is important to collect information and design a playbook by (1) extracting knowledge from team members and (2) studying past contracts. As a reference, please see our blog post on running a Playbook Workshop.
- As you go through the guidance below, note that negotiations on Standard Forms are easier to tag because the location of the sections in a Standard Form are known. Further, you are typically analyzing Incoming Redlines from a counterparty. Unlike third party paper, incoming changes are easier to flag and analyze against.
- Creating playbooks and setting up rules.
- Here are several helpful links on creating playbooks that can be found on the DocJuris Help Center. We highly recommend learning (a) the general playbook model and (b) searching tagging.Managing Playbooks section in the video tutorials
- Guide on Creating and Editing Playbooks, generally
- Leveraging DocJuris' powerful search logic (i.e. Search Tags)
- Using past redlines to create playbooks in DocJuris
- If necessary, get a head start on a playbook skeleton with an Excel import:
- In some cases, the DocJuris' playbook template in Excel (.xlsm) can be utilized to import a simple playbook. (Attached below)
- There are a few, key limitations to consider:Excel import files must be processed through DocJuris' support desk via email@example.com.
- The Excel file is macro-enabled — this enables the addition of multiple provisions for each preferred position.
- However, Excel import files only support one level of Counterparty Position — additional positions must be added in the DocJuris playbook app.
- Excel import files do not have keyword search capabilities — search tags must be added in the DocJuris playbook app.
Step 3: Load Previous Redlines for Reference and Clean Up Topic Associations
- DocJuris allows users to upload Past Redlines in Word that were done outside of DocJuris and catalog them for reference in future negotiations (click "Analyze a Contract" to see this option).
- Check out the "Uploading Past Redlines" guide.
- However, it's important to clean up (i.e., pre-process) these prior Word docs before loading them into DocJuris.Foremost, confirm that the Word document containing redlines represents a company's redlines/edits or is some representation of a negotiated position that would be helpful to demonstrate for future reference.
- Accept “format” changes and any large deletions in Word that are not relevant to the playbook
- Accepting formatting or other trivial changes in Word before uploading the past redlines allows DocJuris to focus/train the system on what is truly relevant. If a document contains several dozen/hundreds of "track changes", DocJuris will attempt to tag every paragraph — try to avoid this.
- Upload each document to DocJuris using the “Past Redline” checkbox in the “Analyze a Contract” window (note: Past redlines are associated to contract type).
- Clean up Topic AssociationsGo through the uploaded document in DocJuris and clean up topic associations. These associations catalog the past redlines into different topics.
- Here is a helpful link explaining how to apply associations to paragraphs that are being edited in DocJuris for future reference.
- Finally, after Analyzing a Contract in DocJuris, use the Browse tab to view and test these Past Redlines. Viewing these Past Redlines in a tab while reviewing the playbook is often beneficial to supplement a playbook and identify trends. They're also useful to users as they markup contracts.
Step 4: Test Playbook
- Load sample agreements under the "Analyze a Contract" button and test the playbook's analysis capabilities.
- Note, Screening Reports that can be generated by DocJuris, which utilize the playbook. These should be tested for accuracy as well.
- Most clients find that testing at least five documents before a soft launch is beneficial to catching and improving aspects of the playbook that need refinement.
- Look for:
- Paragraphs that were generally not searched correctly using DocJuris' search logic.
- False positives in the screening report due to over broad search terms in the playbook search tags.
Step 5: Share Playbook with Stakeholders
- Review the Preferred Positions, Counterparty Positions, and Tags with all stakeholders and obtain feedback.
- Helpful tip: playbooks in DocJuris can be exported to Word from the Playbook Editor.
- A DocJuris onboarding specialist can help troubleshoot any issues your users may be experiencing. If you have any questions about your contact at DocJuris, please reach out to firstname.lastname@example.org.