Starting point
Contracts & compliance
Review incoming contracts against your playbook
Every incoming contract is read against the company’s playbook and presented as a findings report with deviations. Only clauses outside the agreed rules go to legal or leadership; everything else receives an auditable decision the same day and is filed in the register.
Process architecture
From intake to a reviewed contract.
The chain connects mailbox or folder with playbook, counterparty and contract register, whether Microsoft 365, Google Workspace or an in-house archive is the environment. Decisions follow the stored clause rules; deviations go to legal or leadership as a brief and return after approval.
01Input
Contract and context
The draft is taken from mailbox, folder or signature portal and enriched with counterparty, contract type and the matching playbook.
2 Steps
02Process
Review and approval
Clauses are extracted and held against the playbook. Unreadable files and deviations outside the rules are approved by legal or leadership.
8 Steps
03Output
Decision and record
The decision goes to the requesting team, notice dates are scheduled, and the findings report plus approval stay attached to the case.
4 Steps
Source01Take in the contract
Microsoft Graph / Gmail API or a watched folder takes in the incoming contract and its attachments. An upload or a webhook from the signature portal joins the same case.Details
Take in the contract
Microsoft Graph / Gmail API or a watched folder takes in the incoming contract and its attachments. An upload or a webhook from the signature portal joins the same case.
Interfaces
- Microsoft Graph API
- SharePoint API
Next steps
- Load party and playbook
Data02Load party and playbook
CRM-API / ERP REST / OData matches the counterparty. SharePoint / Google Drive / DMS-API supplies the playbook for the recognised contract type and earlier versions with the same party.Details
Load party and playbook
CRM-API / ERP REST / OData matches the counterparty. SharePoint / Google Drive / DMS-API supplies the playbook for the recognised contract type and earlier versions with the same party.
Interfaces
- Azure AI Document Intelligence
- Mistral OCR
- Dataverse API
Next steps
- Extract the clauses
Action03Extract the clauses
Azure AI Document Intelligence / Google Document AI reads parties, term, liability, termination and payment terms, including from scanned drafts.Details
Extract the clauses
Azure AI Document Intelligence / Google Document AI reads parties, term, liability, termination and payment terms, including from scanned drafts.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Check readability
Decision04Check readability
The step checks whether contract type, parties and the required fields were recognised in full. If the match is missing or the scan is unreadable, the case goes to follow-up.Details
Check readability
The step checks whether contract type, parties and the required fields were recognised in full. If the match is missing or the scan is unreadable, the case goes to follow-up.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Hold against playbookReadable and clear
- Assign follow-upFollow-up needed
Approval05Assign follow-up
In Microsoft Teams / Google Chat / n8n the team sets the contract type or replaces the file. If processing is not possible, the requesting team receives the notice.Details
Assign follow-up
In Microsoft Teams / Google Chat / n8n the team sets the contract type or replaces the file. If processing is not possible, the requesting team receives the notice.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Hold against playbookAfter clarification
- Inform the teamUnreadable
Action06Hold against playbook
Azure OpenAI Service / Vertex AI / Ollama compares each clause with the playbook. Deviations are drafted as a brief with the source passage and a recommended position.Details
Hold against playbook
Azure OpenAI Service / Vertex AI / Ollama compares each clause with the playbook. Deviations are drafted as a brief with the source passage and a recommended position.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Assess the deviation
Decision07Assess the deviation
If every clause stays inside the agreed rules, the case continues. Any deviation in liability, notice period, auto-renewal or venue needs a person.Details
Assess the deviation
If every clause stays inside the agreed rules, the case continues. Any deviation in liability, notice period, auto-renewal or venue needs a person.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Build the findings reportWithin playbook
- Approve the deviationApproval needed
Approval08Approve the deviation
Legal or leadership sees the departing clause, the playbook wording and a recommended position in Microsoft Teams / Google Chat / n8n and decides to accept, change or reject.Details
Approve the deviation
Legal or leadership sees the departing clause, the playbook wording and a recommended position in Microsoft Teams / Google Chat / n8n and decides to accept, change or reject.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Build the findings reportAfter approval
Action09Build the findings report
The extracted clauses and the approvals become a report with a position on each deviation. Azure OpenAI Service / Vertex AI / Ollama writes the short summary for the requesting team.Details
Build the findings report
The extracted clauses and the approvals become a report with a position on each deviation. Azure OpenAI Service / Vertex AI / Ollama writes the short summary for the requesting team.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- File in the register
System10File in the register
SharePoint / Google Drive / DMS-API stores draft, report and decision under the case number and writes party, contract type, term and status into the register.Details
File in the register
SharePoint / Google Drive / DMS-API stores draft, report and decision under the case number and writes party, contract type, term and status into the register.
Interfaces
- Dynamics 365 API
- Azure Service Bus
Next steps
- Hand over the decision
- Inform the team
Result11Hand over the decision
The requesting team receives approval, a change request or a rejection in the same thread the contract arrived in, through Microsoft Graph / Gmail API.Details
Hand over the decision
The requesting team receives approval, a change request or a rejection in the same thread the contract arrived in, through Microsoft Graph / Gmail API.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Schedule the dates
Result12Inform the team
Procurement, sales or the requesting team sees the status in Microsoft Teams / Google Chat / n8n, including when a draft stayed unreadable and could not be reviewed further.Details
Inform the team
Procurement, sales or the requesting team sees the status in Microsoft Teams / Google Chat / n8n, including when a draft stayed unreadable and could not be reviewed further.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Keep the record
Result13Schedule the dates
Notice period, option end and follow-up are set from the extracted data so no contract renews quietly without someone seeing the date.Details
Schedule the dates
Notice period, option end and follow-up are set from the extracted data so no contract renews quietly without someone seeing the date.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Keep the record
Result14Keep the record
Findings report, approval with person and timestamp, and the playbook version used stay on the case through SharePoint / Google Drive / DMS-API and can be found later.Details
Keep the record
Findings report, approval with person and timestamp, and the playbook version used stay on the case through SharePoint / Google Drive / DMS-API and can be found later.
Interfaces
- Power BI API
- Teams Webhook
System landscape
Microsoft, Google or your own system.
- Microsoft
Microsoft Graph API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
SharePoint API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure AI Document Intelligence
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Mistral OCR
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dataverse API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Automate
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Functions
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure OpenAI GPT
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Anthropic Claude
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
AI Builder
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Adaptive Cards
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Apps
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dynamics 365 API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Service Bus
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power BI API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Webhook
Möglicher Baustein für die Microsoft-Systemvariante.
- Interfaces in use
Microsoft Graph / Gmail API
Reads the shared mailbox and the contract attachments and sends the decision in the same thread, in Outlook or in Gmail.
- Interfaces in use
Azure AI Document Intelligence / Google Document AI
Reads parties, term, liability, termination and payment terms from drafts and scanned originals, regardless of the chosen cloud.
- Interfaces in use
Azure OpenAI Service / Vertex AI / Ollama
Holds clauses against the playbook and drafts the source passage, the deviation and a recommended position. In Microsoft and Google environments this runs in a European region, otherwise in the company’s own data centre.
- Interfaces in use
SharePoint / Google Drive / DMS-API
Supplies playbook and contract templates and files draft, findings report and approval in the register or archive.
- Interfaces in use
Microsoft Teams / Google Chat / n8n
Presents unreadable files and clauses outside the playbook to legal or leadership for a decision.
- Interfaces in use
CRM-API / ERP REST / OData
Matches the counterparty to the existing customer or supplier record and adds any current framework agreements.
- Possible apps & platforms
Microsoft Outlook / Gmail
Shared mailbox as the intake channel, unchanged for the sending party.
- Possible apps & platforms
Microsoft Teams / Google Chat
Working surface for follow-up, deviation approvals and the status of open reviews.
- Possible apps & platforms
Microsoft SharePoint / Google Drive / ELO
Home of the playbook, the templates and the filed cases linked to the counterparty.
- Possible apps & platforms
Microsoft Word / Google Docs / Contract register
Working copy of the draft and the register that holds term, status and follow-up dates.
- Possible apps & platforms
Microsoft Power Automate / n8n
Visible path between intake, approval and filing that legal and the business team can follow.
- Possible apps & platforms
Microsoft Power BI / Looker Studio
Overview of open reviews, upcoming dates and decided deviations.
Implementation in context
Built to hold in daily work.
The process does not replace legal advice or the document management system; it connects what is already there. In a Microsoft 365 environment Outlook, SharePoint and the existing register stay; in Google Workspace Gmail, Drive and Docs stay; in the company’s own data centre the archive and ERP stay. What is new is the path between them.
Only what is unambiguously decidable is decided automatically: whether the contract type is recognised, whether the required clauses are present, and whether liability, notice period and venue sit inside the agreed rules. Unreadable files, missing playbook matches and every deviation are decided by a named person.
Personal data stays in the environment the company already uses. The language model receives the contract text and the playbook wording, not the full customer or personnel record. If nothing should leave the company, the model runs locally. Every approval is logged with person and timestamp.
If an interface fails, the contract stays in the queue and is retried instead of being lost. Every write call carries a unique key so no case is created twice. Legal maintains playbook and approval thresholds in the store already in use.
Target picture
Every incoming contract produces a findings report with a position on each clause the same day. Legal or leadership decides only where the playbook is left, and each of those decisions stays on the case with its basis, person and timestamp. Notice dates live in the register, not in individual inboxes.
Expected benefits
- Incoming contracts receive a findings report on the day they arrive instead of after the next free hour with legal.
- Legal and leadership work on deviations, not on searching templates and highlighting whole documents.
- The position on liability, notice period and venue comes from the playbook, not from one person’s memory.
- Every deviation is traceable with source passage, decision-maker and timestamp.
- Notice periods and option ends sit in the register and are scheduled before they lapse.
- The requesting team receives the decision in the same thread the contract arrived in.
Prerequisites to start
- 01Access to the shared mailbox in Microsoft 365 or Google Workspace, or a watched folder or webhook from the signature portal, plus an administrator’s consent.
- 02A documented interface to storage: SharePoint, Google Drive or a document management system with read rights on the playbook and write rights on the contract register.
- 03A written playbook per contract type with required clauses and the position on liability, notice period, auto-renewal and venue.
- 04A maintained counterparty base in the CRM or ERP, at least with a unique name and existing framework agreements.
- 05A written decision on which deviations may be accepted without review and which go to legal or leadership.
- 06A named person for follow-up on unreadable files and a named person for approving deviations.
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Your next step
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