Video Walkthrough
What Are Collections?
Collections are smart groupings of contracts from your document center based on custom criteria you define. They provide a powerful way to organize and monitor specific sets of documents that share common characteristics or requirements.Collection Examples
- “All Active Vendor MSAs” - Track all master service agreements with vendors
- “NDAs Expiring in the Next 90 Days” - Monitor agreements needing renewal
- “High-Value Contracts” - Group contracts above certain financial thresholds
- “Contracts by Department” - Organize documents by business unit
Key Features
Auto-Updating
Collections can update automatically based on contract cycles and new document uploads
Custom Criteria
Create collections based on any combination of extracted data fields and document properties
Privacy Controls
Control access with private, user-specific, or organization-wide sharing options
Custom Data
Extract additional data fields specific to documents in each collection
Creating a Collection
1
Navigate to Contracts
Go to the “Contracts” page in your Chamelio workspace
2
Apply Filters
Use the filtering options to select the documents you want to include in your collection:
- Filter by contract type, parties, dates, or any extracted data field
- Use multiple filters to create precise criteria
- Preview the results to ensure you’re capturing the right documents
3
Save Collection
Once you’re satisfied with your filtered results:
- Click “Save to Collection”
- Give your collection a descriptive name
- Add a description to help others understand its purpose
4
Enable Live Updates
Ensure the “is live” toggle is activated for automatic updates. This means:
- New documents matching your criteria will be automatically added
- Documents that no longer match will be removed
- The collection stays current without manual intervention
Privacy and Sharing Options
Configure who can access your collections:- Private
- Organization-Wide
Private Collections
- Only you can view and access the collection
- Ideal for personal document organization
- Cannot be seen by other users in your organization
Custom Columns
Enhance your collections with custom data fields that extract information specific to documents in that collection.Custom columns allow you to create specialized data fields that may not be relevant organization-wide but are crucial for specific document groups.
Creating Custom Columns
1
Access Custom Columns
Within your collection, click “Custom Columns”
2
Name Your Column
Provide a clear, descriptive name for your new data column
3
Choose Response Format
Select the appropriate format for your data:
- Text: For descriptive information or clauses
- Date: For deadlines, renewal dates, or milestones
- Number: For financial values, quantities, or scores
- Boolean: For yes/no or true/false conditions
4
Write AI Prompt
Create a clear prompt that instructs the AI on what information to extract:
- Be specific about what you’re looking for
- Include context about where the information might be found
- Specify the format you want the response in
Advanced Tools
Prompt Enhancement
AI reviews and improves your extraction prompt for better accuracy and results
Testing
Test your prompt on sample documents before creating the column to ensure accuracy
Managing Collections
Favorites and Organization
- Star collections to add them to your favorites in the sidebar
- Organize collections by priority and frequency of use
- Use descriptive names and descriptions for easy identification
Monitoring and Maintenance
- Review live collections periodically to ensure criteria remain relevant
- Update filters as business needs change
- Monitor custom columns for accuracy and usefulness
Related Features
Knowledge Center
Central hub for all your document data and extraction
Template Management
Standardize documents within your collections
Activity Monitor
Track changes and activities within collections
Automations
Automate actions based on collection criteria