New Linked Documents Indication

🎯 Objective

Discover how the new linked documents experience makes creating amendments, renewals, or related documents much simpler and more intuitive. It’s now much easier to indicate and view links between documents. In the questionnaire, users can see information from the document selected for linking. When viewing already created documents, all linked documents will be listed to enable smoother navigation between them.

This article contains the following sections:

• What is the feature
• Required permissions
• Model configuration
• Creation questionnaire
• Viewing and navigation
• Frequently asked questions
   

💡 What is the feature

In netLex, contract relationship management goes beyond the original agreement, allowing for the creation of amendments that evolve those contracts. The new Linked Documents feature simplifies the creation of related documents, such as amendments, and reduces the need for complex configurations.

Previously, this functionality relied on complex Connect scripts, which required assistance from the internal netLex team for setup and maintenance. With this update, the process becomes more autonomous, optimizing the workflow.
 

🔑 Required permissions

To use the new feature, users must have the following permissions:

• To configure the model, you must have “model editing” permission.
• To answer the questionnaire, you must have “document creation” and “edit via questionnaire” permissions.

AI data extraction to fill in the questionnaire will only be available in environments where this setting is enabled.
 

⚙️ Model configuration

The new link configuration is made in the model’s Advanced tab through a toggle that enables the linked document option in the questionnaire. When activated, three additional fields will appear:

• Mandatory selection: Allows you to make selecting a linked document required before proceeding with the questionnaire. It’s recommended to keep this on to ensure better data tracking.
• Relationship type with the linked file: Defines the type of relationship between documents, such as “Main Document” or “Related Document.” This choice determines the visual indication of the link and the label of the search button in the questionnaire.
• Description: A message field displayed in the questionnaire right before the linked document search field, where you can add notes or reminders.

📝 Creation questionnaire

When starting a questionnaire for a model with link configuration enabled, a new external page will appear allowing you to select the linked document. This indication page will always appear before any other questionnaire page.

When clicking the search button, a modal window will open, allowing you to find and select the desired document. Once selected, you’ll see its name, number, and storage details displayed above the favorite properties of the chosen document, making verification easier.
 

When a linked document is indicated and AI suggestion is enabled, it will run as the user progresses through the questionnaire. The AI uses the source document’s data management and the destination document’s dictionary to map and auto-fill possible responses. The variables completed by AI will display a tag labeled “Suggested by AI.”

🔗 Viewing and navigation

Once the link is created, it will appear under the Linked Documents icon in the tab corresponding to the link type defined in the model configuration. This helps users easily navigate and understand the contractual relationship between documents.

❓ Frequently asked questions

• Can I link a document that doesn’t have data management?
  In this first version, the flow only works if the source document has data management, which serves as the source for auto-filling information.
   
• Is AI auto-fill mandatory?
  No. The feature is optional, and you can disable it anytime in the questionnaire.
   
• Can I change the link after the document has been created?
  The link can only be changed or removed through the creation questionnaire. If the document is already in an advanced workflow stage, you’ll need to reject the flow back to the creation stage.
   
• Where can I see the created links?
  The link will appear under the Linked Documents icon, which lists all related documents.