Overview
When you upload a contract to Smart Drive, it goes through a multi-stage AI processing pipeline that extracts key deal terms, identifies parties, and structures the data for use across Royaltyport.
Processing Stages
1. Preprocessing
The initial stage where documents are prepared for AI analysis.
Queued Documents
Documents waiting to be processed appear with a Queued status. The queue processes documents in order of upload, with some prioritization for smaller files.
| Info | Description |
|---|
| Queue Position | Your document’s place in the processing queue |
| Estimated Time | Approximate time until processing begins |
Document Preparation
During preprocessing, the system:
- Converts file formats to analyzable text
- Runs OCR on scanned PDFs and images
- Identifies document structure and sections
- Prepares the document for AI extraction
2. Processing
The main AI extraction phase where deal terms are identified and structured.
Initial Details
The AI first extracts basic document information:
| Field | Description |
|---|
| Contract Type | Recording, Publishing, Distribution, etc. |
| Language | Primary language of the document |
| Page Count | Number of pages in the document |
Contract Terms
Detailed extraction of deal terms:
- Financial terms (advances, royalty rates, accounting)
- Dates (execution, term, expiration)
- Territory (geographic scope)
- Rights (what rights are granted)
Contract Text
The full text is indexed for:
- Search functionality
- AI chat queries
- Reference linking
Contract Indexing
The document is indexed for fast retrieval:
- Full-text search
- Semantic search capabilities
- Cross-reference with other contracts
Processing Statuses
| Status | Description | Action |
|---|
| Queued | Waiting in the processing queue | Wait for processing to begin |
| Processing | AI is actively analyzing the document | Wait for completion |
| Ready | Processing complete, data available | Review extracted data |
| Failed | Processing encountered an error | Check document, retry, or contact support |
| Paused | Processing paused, requires input | Provide required information |
Failed Documents
When processing fails, the contract shows a Failed status.
Common Failure Reasons
| Reason | Description | Solution |
|---|
| Unreadable | Document text cannot be extracted | Upload a clearer version |
| Corrupted | File is damaged | Re-upload the original file |
| Unsupported | Format not supported | Convert to PDF or DOCX |
| Password Protected | Document is encrypted | Remove password and re-upload |
Retrying Failed Documents
Open the Document
Click on the failed document in the Drive.
View Error Details
Check the error message for specific issues.
Fix the Issue
Address the problem (e.g., upload a clearer scan).
Retry Processing
Click Retry to reprocess the document.
Paused Documents
Processing may pause when user input is required.
Why Processing Pauses
| Reason | Description |
|---|
| Split Confirmation | Document may contain multiple contracts |
| Entity Verification | Need to confirm party identification |
| Ambiguous Data | AI needs clarification on extracted values |
Changing/Adding Splits
When the AI detects multiple contracts in one document:
Review Suggested Splits
See where the AI suggests splitting the document.
Adjust Split Points
Modify the page ranges if needed.
Confirm Splits
Accept the splits to create separate contract records.
Or Keep as One
Reject splits to process as a single document.
Resuming Paused Processing
Find Paused Document
Filter by “Paused” status in the Drive.
Provide Required Input
Enter the information requested.
Resume Processing
Click Continue to resume extraction.
Processing Time
Expected processing times by document type:
| Document Type | Pages | Typical Time |
|---|
| Simple contract | 1-5 | 30 seconds - 1 minute |
| Standard contract | 5-20 | 1-3 minutes |
| Complex contract | 20-50 | 3-5 minutes |
| Large document | 50+ | 5-10 minutes |
Processing times may vary based on current system load and document complexity.
Real-Time Updates
The Drive shows real-time status updates:
- Progress indicator shows extraction progress
- Status changes appear automatically
- No refresh needed - updates stream in real-time
Batch Processing
When uploading multiple documents:
- Documents are queued in upload order
- Processing happens in parallel where possible
- Each document’s status updates independently
Next Steps
