You’ve chosen our contract migration service, which means the Tomorro team will handle it for you, so you can find all your documents in one place.
This will provide you with access to key contract information, and you will receive reminders as these contracts approach renewal or expiration.
Below you will find the various steps involved in the contract takeover process, including the elements we will require from your end and the limitations of this process. This will enable us to manage the integration of your contracts under optimal conditions and within the shortest possible timeframe.
Steps of the Contract Takeover Process
1️⃣ NDA Signature
Before requesting access to your contracts, we will sign a Non-Disclosure Agreement (NDA) to ensure the confidentiality of the project and your data.
To this end, the Tomorro team will send you the agreement to complete and sign via the Tomorro :tomorro: platform.
2️⃣ Sharing Your Documents
Sharing the Drive Link
Once the NDA is signed, the Tomorro team will share a Drive folder where you can upload your contracts.
Should you wish to use an alternative transfer method, please inform your Customer Success Manager to agree on the most suitable sharing method.
Defining Your Folder Structure
During this stage, your Account Manager will propose defining the folder and sub-folder structure you wish to implement to organize your contracts within your Tomorro Repository.
Two options are available to you:
Taking Over Your Existing Folder Structure: We will replicate the folder/sub-folder structure provided in the Drive.
Creating a New Structure via Our Dynamic Archiving Feature: You can create a new structure based on the key information that will be extracted. For example, you could have a first-level folder with the Template name, and a second level with the name of your counterparty.
For more information on our Dynamic Archiving feature, please refer to the following documentation.
Please note that if you choose the second option, the fields used for archiving must meet certain conditions:
The information must be extractable, meaning it must be identifiable within the document.
The fields must have been invoiced. If not already the case, they can be invoiced at €0.50 per field per contract.
The Prerequisites
Several prerequisites must be met during this step:
Key Points | Requirements |
Number of documents | The number of contracts that Tomorro will import into your account has been agreed upon beforehand and is indicated on the signed quote. When sharing the documents, your Account Manager will inform you of the number of documents transmitted. Please note that if the number of documents to be analyzed exceeds the agreed amount, each additional file analyzed and imported by Tomorro will be invoiced at €5 excluding VAT per document. |
Choice of Documents to Analyze | The documents you upload to Tomorro are analyzed independently, without automatic linking to other files. The goal is to directly extract the key information to be tracked daily on the platform. Therefore, please prioritize only the most relevant PDF documents. Files such as unsigned general terms and conditions, correspondence, or commercial brochures, which do not have independent contractual value and whose information depends on other contracts, should be kept as attachments to the latter whenever possible. |
Format of Documents | Documents must be submitted in PDF format. If some of your documents are in another format, please convert them to PDF before sharing. Otherwise, they will not be able to be analyzed and will therefore not be processed by Tomorro. |
Transfer of Documents | The transfer of documents must comply with the following conditions: • If the number of contracts to migrate is less than 1,000 documents, they will be processed and imported in one go. • If the number of contracts to migrate is more than 1,000 documents, Tomorro will be able to process and import them in batches of 1,000 documents, to allow you time to group them if this has not already been done. |
Language of Documents | The data from your contracts will be extracted by AI and validated by our legal experts, who speak French and English. To ensure reliable verification in accordance with our quality standards, only contracts written in these languages will be processed. |
Management of Annexes and Attached Files | Do not send your annexes and attached files in the Drive. Otherwise, these documents will be treated and analyzed as contracts, and included in the count of contracts to be analyzed. You will be able to add and link your annexes and attached files later, once your contracts have been migrated to your Tomorro account. |
3️⃣ Analysis of Your Contracts by Tomorro
Defining Templates
Before we can begin analyzing your documents, it's important to define how you want Tomorro to assign a document template to the analyzed contracts. Two options are available to you:
Using a Single Template Dedicated to Import: If all the templates have not yet been set up in your Tomorro account, we will create a generic template specifically for the import.
In this situation, dynamic archiving cannot be applied based on the template field.
Taking Over Configured Templates in Your Tomorro Account: If the contracts being taken over by Tomorro correspond to the templates you have already defined, we can associate them with these templates during the document analysis. Your Customer Onboarding Manager will then ask you for instructions on how to assign each contract to the correct template.
Choosing Default Participants and Reminders
Before proceeding with the import, it will be necessary to clarify the following points with your Account Manager:
Default Participants for the Template(s): Which participants do you want to set by default on the generic import template or on your templates (depending on the option chosen above) so that they are automatically added to the imported contracts?
For a person to be added as a participant, they must have been previously added to your Tomorro organization.
Setting Up Reminders per Template(s): Which reminders do you want to configure on the generic import template or on your templates (depending on the option chosen above) so that they are automatically applied to the imported contracts?
Extracting Key Information
Once the documents are received, the folder structure and templates are defined, Tomorro can begin extracting the key information from your contracts. By default, the extracted data will be as follows:
The contract name
The contract template (according to what has been agreed above)
The counterparty name
The signature, start, and end dates of the contract
The duration type (fixed-term, open-ended, or instant execution)
The existence or not of a notice period and, if applicable, its duration (in days, months, or years)
The renewal type (tacit or not)
The renewal duration (in days, months, or years)
Please note that it is possible to extract other fields, provided that the information is present in the contract.
Each additional field requested will be invoiced at €0.50 per field per contract.
4️⃣ Importing Your Contracts into Your Tomorro Account
Once these elements are defined, we can proceed with importing the documents into your account. For this, your Account Manager must have access to it.
This step will mark the completion of the existing contract takeover project. You will then find on your Tomorro platform:
The transmitted PDF documents
The defined folder/sub-folder structure
The key information extracted and entered into the document summary sheet
The participants added to the projects
The reminders set up for each project
We will also share a filtered view that summarizes all the documents that have been imported.
Questions & Answers
How is key information extracted from your contracts?
How is key information extracted from your contracts?
The documents will first be analyzed, and the key information extracted by Oro, Tomorro's artificial intelligence. This information will then be verified by a service provider with legal expertise to ensure its accuracy.
What is Oro ?
Tomorro has developed Oro , the AI assistant integrated into your account (available in freemium or unlimited version depending on your subscription). To learn more about Oro, please refer to this page.
How long will this process take?
How long will this process take?
The duration of the process depends on the number of contracts to be taken over: the more documents there are, the longer the timeframe will be.
Your Customer Success Manager will provide you with an estimated processing time and keep you informed of the project's progress.
Please also note that processing will take longer if you are late in providing us with your documents. Indeed, we will not be able to start the project until we have all the necessary information.
How is the data managed?
How is the data managed?
Here is information on the management and security of your data:
Data Extraction We use Oro to extract information from your contracts. Oro is based on OpenAI's artificial intelligence technology.
Encryption and Security Measures
Neither Tomorro nor OpenAI use your data to train their models. This data is strictly used to extract the information necessary for the takeover of your contracts.
Your data is protected by end-to-end encryption: it is encrypted both during transmission (in transit) and during storage on our servers (at rest).
Tomorro applies a zero-day retention policy: data is not retained by the AI model provider.
Compliance
OpenAI, our subcontractor, complies with GDPR regulations and has signed a Data Processing Agreement (DPA).
Oro is classified in the low-risk category defined by the AI Act, as it is designed for specific business-related tasks and does not involve high-risk applications.
Thanks to the various measures implemented (transparency commitments, compliance with Articles 3 and 25), Tomorro fully aligns with the requirements of the AI Act, thus ensuring a reliable and secure AI solution for its customers.
Do not hesitate to contact us if you have any questions about the process or if you need help organizing the project on your end.
You can contact your Customer Success Manager if you are a Tomorro customer, the Account Executive you are in contact with if you are not yet a customer, or contact the Support team using the chat in Tomorro.