Con­tract man­age­ment
soft­ware from otris

With otris copilot, you can in­teg­rate AI solu­tions from pro­viders such as OpenAI, Mistral or An­throp­ic into your otris con­tract man­age­ment soft­ware – flex­ibly and in line with your re­quire­ments. You can connect your own AI service sup­por­ted by otris or use the AI service provided by otris.

This allows you to combine es­tab­lished con­tract pro­cesses with AI in con­tract man­age­ment and capture and analyse dead­lines, clauses, risks and other con­tract-related in­form­a­tion more quickly for use in down­stream work­flows.

Why in­teg­rate AI?

In­teg­rat­ing AI into your con­tract man­age­ment helps reduce re­pet­it­ive tasks, identi­fy crit­ic­al content more quickly and provide rel­ev­ant con­tract in­form­a­tion for further pro­cessing:

• Auto­mated data ex­trac­tion: Con­tract data such as dead­lines, terms, con­tract­ing parties and clauses is ex­trac­ted dir­ectly from doc­u­ments and added to the rel­ev­ant con­tract record in a struc­tured format.
• Ef­fi­cient bulk import: Even large volumes of ex­ist­ing con­tracts can be im­por­ted more quickly. Con­tract types and rel­ev­ant data are iden­ti­fied auto­mat­ic­ally and as­signed to the ap­pro­pri­ate con­tract records.
• Rapid ana­lys­is: Ex­tens­ive con­tract doc­u­ment­a­tion can be ana­lysed quickly, making unusual pro­vi­sions, risks and de­vi­ations easier to identi­fy.
• More time for what matters: Fewer manual routine tasks leave more time for legal review, ne­go­ti­ations and stra­tegic work.

Prac­tic­al example:
An ex­tens­ive con­tract is up­loaded to otris con­tract. The ap­plic­a­tion iden­ti­fies the con­tract type, while otris copilot ex­tracts rel­ev­ant con­tract data and adds it to the con­tract record in a struc­tured format. For further pro­cessing, the con­nec­ted AI can analyse li­ab­il­ity clauses, for example, and create a summary or draft email on request. The results can be re­viewed dir­ectly and used in sub­sequent work­flows – ef­fi­ciently, trace­ably and in context.

With otris copilot, you decide which AI best suits your or­gan­isa­tion. You can also build your own prompt and know­ledge library for re­cur­ring tasks. Find out more about AI in­teg­ra­tion with otris copilot on the ded­ic­ated product page.

Doc­u­ment and archive all your Con­tract cor­res­pond­ence easily and dir­ectly from Mi­crosoft Outlook or other Mi­crosoft Office ap­plic­a­tions. The Office Drop plugin con­nects Mi­crosoft ap­plic­a­tions with your otris con­tract solu­tion. You use the plugin to select Con­tract files to which you want to assign e-mails, for example. Re­gard­less of whether you select a single email or several mes­sages – otris con­tract breaks down the content (text, subject, sender, at­tach­ments) and or­gan­ises it into the struc­ture of the digital con­tract file. The result: a seam­less con­tract history with com­plete cor­res­pond­ence. You can also access the con­tract data­base from Mi­crosoft Office ap­plic­a­tions such as Mi­crosoft Word or Excel and send doc­u­ments to the target con­tract file without having to open otris con­tract.
The Office in­teg­ra­tion works bi­d­irec­tion­ally. This means that you can use the Office Drop not only to trans­fer data from the Office ap­plic­a­tion to otris con­tract, but also from otris con­tract to the Office ap­plic­a­tion. Example: You want to attach a doc­u­ment that is stored in otris con­tract to an e-mail that you are writing in Mi­crosoft Outlook. You use the plugin to access otris con­tract from Mi­crosoft Outlook in order to select the rel­ev­ant doc­u­ment and attach it to the e-mail. With the ad­di­tion­al desktop com­pon­ent, you can import files from your drives into otris con­tract using drag & drop.

The Sig­na­ture in­ter­face enables the digital signing of doc­u­ments in otris con­tract ac­cord­ing to the re­spect­ive pro­ced­ure of the con­nec­ted sig­na­ture plat­form (e.g. Doc­uSign, FP Sign). Draft con­tracts that you prepare in otris con­tract are sent to the sig­na­ture service pro­vider via the in­ter­face at the touch of a button. The sig­na­ture service pro­vider creates an elec­tron­ic­ally signable version of the doc­u­ment. The re­cip­i­ent re­ceives the doc­u­ment for veri­fic­a­tion/sig­na­ture and is no­ti­fied by e-mail. Once the con­tract has been signed, otris con­tract assigns the doc­u­ment to the cor­res­pond­ing file and updates the status.
You can obtain the licence for the sig­na­ture in­ter­face from otris soft­ware AG. Li­cences for the use of the sig­na­ture service can be pur­chased from the sig­na­ture service pro­vider of your choice.

The Creator module com­bines a tem­plate library with a clause library and sup­ports you in cre­at­ing con­tracts. The cre­ation of Con­tract tem­plates is sim­pli­fied by the con­tract de­sign­er gen­er­at­ing a tem­plate in the spe­cified cor­por­ate design by simply se­lect­ing the desired clauses. Con­tract cre­ation is sim­pli­fied by the con­tract creator en­ter­ing the re­quired para­met­ers (e.g. Dur­a­tion, Con­tract Sum, Subject) for the se­lec­ted tem­plate, which are then in­ser­ted into the draft con­tract in the correct place by the system. In this way, even em­ploy­ees without legal train­ing can create legally com­pli­ant con­tracts. The system auto­mat­ic­ally doc­u­ments which clauses were used in which con­tract.

The CRM / ERP con­nect­or is a uni- or bi­d­irec­tion­al in­ter­face between CRM / ERP systems and otris con­tract. On the one hand, the in­ter­face is used to trans­fer busi­ness or con­tract partner data from a CRM or ERP to otris con­tract. In the other dir­ec­tion, otris con­tract-spe­cif­ic in­form­a­tion is trans­ferred to the system as links. In ad­di­tion to this special con­nect­or, the soft­ware can be con­nec­ted to any other third-party systems. The otris con­tract ar­chi­tec­ture ensures un­com­plic­ated in­teg­ra­tion into your ex­ist­ing IT in­fra­struc­ture.

The Archive module enables audit-secure archiv­ing and chro­no­lo­gic­al snap­shots of con­tracts for a trans­par­ent Con­tract history. Various con­tract statuses in­clud­ing the as­so­ci­ated doc­u­ments, at­tach­ments, Remarks, notes or emails are ‘frozen’.

The archive com­pon­ent is cer­ti­fied by KPMG in ac­cord­ance with IDW PS 880 and fulfils the re­quire­ments of com­mer­cial and tax law. These include the prin­ciples of proper ac­count­ing (GoB), the prin­ciples of proper IT-based ac­count­ing systems (GoBS), the prin­ciples of data access and veri­fi­ab­il­ity of digital doc­u­ments (GDPdU) and the Federal Data Pro­tec­tion Act. An Au­thor­isa­tion concept for active archiv­ing and access to archived Con­tracts can be set up in­di­vidu­ally. Through the use of open in­ter­faces, the ex­pan­sion to a com­pre­hens­ive archive can also be driven forward for data from third-party solu­tions. Com­mu­nic­a­tion with third-party solu­tions can take place at the touch of a button, through actions in work­flows or auto­mat­ic­ally – for example, con­trolled by a pre­defined status change.

With the Legal Front Door, you can bundle all legal re­quests and pro­cesses in a central portal. Em­ploy­ees can in­de­pend­ently ini­ti­ate re­quests such as the cre­ation of an NDA, the review of a con­tract or the re­port­ing of a new legal dispute. The portal auto­mat­ic­ally for­wards the re­quests to the re­spons­ible parties – in­clud­ing status track­ing and pri­or­it­isa­tion.

The Legal Front Door can be seam­lessly in­teg­rated into your otris con­tract solu­tion. For example, an em­ploy­ee can upload a con­tract to be re­viewed via the portal, which is then auto­mat­ic­ally as­signed to the ap­pro­pri­ate con­tract file in otris con­tract. After the con­tract has been re­viewed by the legal de­part­ment and the digital sig­na­ture process has been com­pleted, the con­tract is trans­ferred dir­ectly to the digital con­tract file. This way, you can always keep track of the pro­cessing status and reduce the time-con­sum­ing co­ordin­a­tion of stand­ard pro­cesses.

The result: more ef­fi­cient work­flows, trans­par­ent pro­cesses and seam­less doc­u­ment­a­tion. The Legal Front Door brings struc­ture and speed to your legal pro­cesses.

The App Ex­ten­det ex­ten­sion makes the my­Con­tract app con­fig­ur­able and unlocks the full range of func­tions for mobile con­tract man­age­ment. In ad­di­tion to the ad­vant­age of trans­fer­ring doc­u­ments and pro­cesses that can be used offline to your mobile device, you also benefit from the option of ex­ecut­ing actions: Ap­provals, for­ward­ing or com­ments are handled via the app. Pre­con­figured, the app maps a classic ap­plic­a­tion scen­ario in Con­tract man­age­ment. If ne­ces­sary, you can make ad­just­ments, ex­ten­sions or changes to the pre­con­figured func­tions and au­thor­isa­tion struc­tures in­de­pend­ently and without pro­gram­ming know­ledge in the ad­min­is­tra­tion area.