Requirement

A legal team at a software company has accumulated dozens of Word-based contract templates over several years. Clauses are inconsistent across documents, version control is manual, and building new templates requires copying and pasting language from multiple files. The team needs to consolidate these legacy templates into a single, searchable clause library from which standardized contract templates can be assembled quickly and accurately.

Actors

Legal/Template administrator at a software company - uploads existing contract templates and reviews AI extraction results.

Prerequisites

• The Template and Clause Library Builder feature is enabled for your organization.
• Existing contract templates are available in .docx format and do not exceed 100 MB per file.
• The legal administrator has access to Conga Advantage Platform and X-Author for Contracts Advanced, both under the same Advantage Platform org.
• Contract types are defined in the system so that uploaded templates can be categorized correctly.

Trigger

The legal administrator identifies a legacy .docx contract template that contains clauses the team wants to reuse across future contracts. The administrator initiates the process by uploading the template to Conga Drive for AI processing.

Tasks

1. Upload the template for AI processing.

   1. In Conga Advantage Platform, navigate to Shared Apps > Conga Drive.
   2. Click Conga Templates, then click Upload Templates.
   3. In the Select Files popup, drag and drop or browse for the .docx template file.
   4. In the grid that appears, enter a Template Name and select the appropriate Contract Type.
      Important: Both Template Name and Contract Type are required fields.
   5. Click Save and Submit for AI Processing. A confirmation message confirms the template was submitted, and a confirmation email is sent when processing is complete.
   6. Monitor the Stage column. The template progresses through the following stages:

      Stage	Description
      New	Template has been uploaded and is queued.
      Processing	AI is actively extracting clauses and fields.
      Ready for Review	Extraction is complete; the template is available for review in X-Author for Contracts Advanced.
      Published	Review is complete and the template has been checked in.
      Error	Processing encountered an issue. Click the red error icon to view a description.

2. Review extracted fields and clauses.

   1. Log in to X-Author for Contracts Advanced using the same Advantage Platform org where the template was uploaded.
   2. Click Start > Open Templates.
   3. Use the filter icon to filter by Stage: Ready for Review, then select the template to open it.
   4. Click the arrow next to the Clauses tab and select Import AI Extraction Results. A confirmation message indicates that extraction is complete.
   5. Click the Fields tab to review field extractions, which are organized into two sub-tabs:
      • Found — Fields identified and marked in the document by AI. Use Re-Mark or Unmark as needed.
      • Missing — Fields not marked by AI. To mark a missing field, highlight the relevant text in the document, then click the More icon next to the field and select Mark Field. The field moves to the Found tab.
   6. Click the Clauses tab to review clause extractions, also organized into two sub-tabs:
      • Found — Clauses identified and marked by AI. Clauses with a green icon are Clause Library clauses. Use Unmark or Delete as needed.
      • Missing — Clauses not marked by AI. To mark a missing clause, highlight the relevant text in the document, then click Mark Clause next to the clause. The clause moves to the Found tab, where you can Promote to Library or Mark Alternate.
      Note: You can set clauses and fields as Smart or Read-Only. You can also define conditions for clauses and insert additional fields.

3. Finalize and check in the template.

   1. After completing your review of all extracted fields and clauses, click the Finish tab.
   2. Review the clauses and fields summary, then click Next.
   3. Enable the Create Template & Clauses checkbox to create the final template and associated clauses. After confirmation, the draft template becomes non-editable.
   4. Disable the Create Template & Clauses checkbox to save the template as a new work-in-progress draft version. The system preserves all markup, keeps the status as Ready for Review, and allows additional check-ins for continued editing.
   5. Click Check In to publish the template. The template stage updates to Published

Result

The clause library is populated with pre-approved, categorized clauses extracted from the legacy contract template. The template is published in X-Author for Contracts Advanced and is available for use as the basis for new contract templates. Legal teams can search and retrieve clauses from the library without manually reviewing source documents.

Next Steps

Repeat this process for additional legacy templates to expand the clause library. Once a sufficient clause library is established, legal teams can assemble new contract templates directly from pre-approved library clauses, eliminating manual copy-paste and ensuring language consistency across all contract types. You can also configure AI-powered clause recommendations based on contract type, geography, and counterparty profile.

Tips and Best Practices

• Use the Advanced Filter icon in Conga Drive to quickly locate templates by stage (for example, filter by Stage = Ready for Review) rather than scrolling through the full template list.
• Process your most frequently reused contract templates first to maximize the immediate value of the clause library.
• Before checking in a template, verify that all critical compliance clauses appear in the Found tab and are promoted to the Clause Library to ensure they are available organization-wide.
• Templates in the Error stage display a red icon. Review the error description and confirm the file meets the .docx format requirement and the 100 MB size limit before re-uploading.