Use the Archive Agent in Workflows

Enable the Archive Agent

To enable the Archive Agent for your company:

1. Select your profile icon in the top-right corner, then go to Company Settings > Ironclad AI > Archive Agent.
2. Under Ironclad Agents, toggle on the option to Use Archive Agent to assist with archiving workflows.
3. Select All workflows (current and future) or select a subset of workflows for the Archive Agent.

After you select workflows, the Archive Agent runs in the background each time a selected workflow moves from Sign to Archive. You can repeat these steps to turn off Use archive agent to assist with archiving workflows or change the workflows selected in the dropdown.

Figure 1: Archive Agent settings in Company Settings.

Use the Archive Agent on a Manual Archive Workflow

On a workflow configured for manual archive, the Archive Agent runs in the background when the workflow moves from Sign to Archive. You must accept all Archive Agent suggestions. For manually archived workflows, it does not automatically save any data on the workflow.

To run Archive Agent on a manual archive workflow:

1. When the Archive Agent finishes running, select Archive. A side-by-side view displays the signed document on the left and the workflow properties on the right.
2. Review the extracted values and make any necessary edits.

Review and Accept Suggestions

To accept suggestions: 

• To apply one suggestion, select the suggestion and accept the proposed value.
• To apply all suggestions at once, select Accept all.

If a property is empty, the Archive Agent fills it with the extracted value. No action is required unless you want to edit the value.

If a property already contains a value, the Archive Agent does not overwrite it. It displays a suggestion chip with the proposed value. Select the suggestion chip to review the recommendation, reasoning, and source.

View Suggestion and Source Citation

For each extracted value, the Archive Agent displays a source chip or control. Select Source to take the document to the location where the agent found the information.

Archive the Workflow

After you review the extracted values, accept the suggestions you want to apply, and make any necessary edits, select Archive to archive the workflow.

Use the Archive Agent on an Auto-Archive Workflow

Note:

Use the Archive Agent with auto-archive only when you do not need a person to review the extracted data before the workflow archives.

On a workflow configured for auto-archive, the Archive Agent runs in the background, applies all extracted property values, and then automatically archives the workflow into the Repository without review.

Auto-archive applies values to both empty and populated properties. It fills empty properties and replaces existing property values. 

Best Practices

• Review sources before archiving. Select the source control to verify important dates, financial terms, and other critical metadata in the signed document.
• Review suggestions before accepting them. On manual archive workflows, the Archive Agent does not overwrite populated properties. Accept only suggestions that match the signed contract.
• Check archive-only fields. These fields are visible and editable only at the Archive stage, so review them before you archive a workflow.
• Use auto-archive only when review is not required. Auto-archive applies all extracted property values, including replacing existing property values and filling empty properties, before the workflow archives.