AI in Contract Management:

Practical Example

Organizations are increasingly seeking solutions that accelerate and optimize business processes. One such area where automation can bring significant benefits is contract management workflow.
Electronic document workflow simplifies tasks such as delivering information and documents to the right stakeholders, gathering requirements and data, and monitoring the execution of individual tasks. Today, however, beyond implementing systems to improve document workflows, companies also want to harness the potential of AI tools. Contract management workflow is one area where artificial intelligence can bring tangible value – streamlining content analysis, reducing the risk of errors, and accelerating the entire decision-making cycle.
A digital contract management workflow enhances the process of creating and entering data into documents, while also improving negotiations, approvals, and the collection of signatures. It also creates a secure archive, organizing documents and making them easier to access. Designing a digital contract management workflow tailored to the company’s needs is an important step toward process optimization and increased productivity. The implementation of AI functionality takes task optimization and automation to the next level, and thanks to new capabilities in WEBCON BPS, artificial intelligence can serve not only as an assistant but also as the architect of the entire process.

AI in WEBCON BPS: Support at Every Step

Artificial intelligence has been present in WEBCON BPS for years, including features such as OCR AI (Optical Character Recognition), anomaly detection, and user guidance through intelligent suggestions. However, the rapid development of Large Language Models (LLMs) and generative AI has unlocked new opportunities for applying these technologies in business processes.
In the development of AI for process automation platforms, the key is to focus on practical solutions based on proven technologies – exactly the approach taken by WEBCON BPS.

1. Generating Application Prototypes with AI

Whether a new solution enables effective document management depends on how it’s designed. The key is to create a workflow that facilitates contract management within the organization, meaning it must align with market demands and the company’s realities.
How does this work in WEBCON? The platform user can simply describe their needs using a prompt. In a brief text instruction, they define the details and expectations for the process. It is helpful to specify, for example:
  • Industry,
  • company size,
  • departments and individuals involved,
  • number of approval levels.
Based on this input, AI analyzes the data and generates an application prototype that includes all key elements, such as the process diagram and form fields. Importantly, this prototype can be quickly adjusted to suit the specific needs of the organization.
Benefits of using AI:
Rapid creation of a process template based on specified parameters and the ability to easily tailor it to individual requirements.

2. More Efficient Negotiations with Voice Memo Transcriptions

During negotiations with partners, agreements are often made spontaneously – recorded as voice notes. With AI-powered transcription modules, these recordings can be automatically converted into readable text, becoming part of the process documentation. The transcript can then be analyzed, searched, and used in further steps, such as drafting a contract.
AI benefit:
Accurately documenting the negotiation process and providing quick reference to key points when working on contract content.

3. Quick Access to Key Information: Automated Summaries

From the transcribed notes, AI can automatically generate a meeting summary – highlighting main agreements, contentious issues, and next steps. This feature significantly accelerates onboarding for those joining the process later – such as the legal department reviewing the contract – without the need to sift through all the documentation.
AI benefit:
Automatically generated meeting summaries that streamline collaboration on contracts.

4. Sentiment Analysis: Responding Swiftly to Participant Reactions

AI can also analyze the tone of voice in recordings to assess the sentiment of both parties – for example, their level of satisfaction or resistance to specific terms. This gives negotiators valuable insight into the other side’s mood and helps them better adjust their communication strategy. Moreover, sentiment analysis can be used to refine contract templates – removing clauses that frequently trigger negative reactions.
Benefit: Effective optimization of contract templates.

AI-Powered Digital Document Management Workflow

The use of artificial intelligence in digital document management workflow and automation provides smart support across the entire process. From workflow design, through meeting documentation, to sentiment analysis and task management – AI offers real, day-to-day assistance for teams.
When searching for an AI-supported digital document management workflow solution, it is important to consider several key aspects: data security, integration capabilities with existing systems, efficiency-enhancing functionalities (such as OCR scanning, data analysis, and automated report generation), and tool scalability. But there’s more – modern solutions must also allow for the collection and analysis of high-quality data. Software that not only automates tasks and document workflows but also provides easy access to information and facilitates data analysis can be a true business enabler – whether the company operates in finance, manufacturing, or any other industry. The benefits of acquiring high-quality data are numerous. Most importantly, such data is essential for the effective application of AI.
Current trends indicate that AI’s role in modern business will continue to grow. Implementing process automation solutions that enable effective use of AI and seamless integration with existing systems is a vital step in building a company’s competitive advantage.
WEBCON is the leading European-based provider of a complete Low-code Application Platform for mass delivering business solutions. Companies choose WEBCON to dramatically reduce time and cost of app development. The platform allows them to automate and manage business processes across the entire organization – using a single, unified platform. Thanks to its unique InstantChange™ technology, WEBCON embraces change like no other platform on the market.

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ECR Management

An engineering change request (ECR) to alter a product design can be triggered by various sources: audits, enhancement ideas, customer complaints, etc. A fix to a product design can be issued by any employee and the ultimate goal is quality improvement, which can directly influence revenue. By automating the Engineering Change Management (ECM) process, you can bring better products to market faster. Forget missing deadlines, loosing documents, flawed decision-making due to poor visibility of the process, duplicating change requests. Instead, with a dedicated application, gain an overview of the changes that are underway, boost productivity, lower the process costs, eliminate bottlenecks and gather all information related to the ECRs in one place.

New Product Development

A well-managed product lifecycle process allows to bring better products to market faster. With WEBCON BPS, you can provide an enterprise-wide solution that will streamline product development process, improve collaboration between departments, and provide seamless access to all product-related data. From submitting an idea, through research, creating a prototype, testing, designing the packaging, up to manufacturing, introducing the product to the market, and analyzing the feedback – a dedicated application will make sure everyone involved is well-informed on the assigned tasks, and the management gains visibility to improve productivity, and spot any bottlenecks along the way.