• If you are struggling to find your contracts or organize your contracts, Catylex can help you organize your contracts so that they are ready when needed 

• If your contracts are already in one place but are nothing much more than a repository of files, Catylex can help you get access to critical data needed to buried in your contracts 

• If you need data out of your contracts to supply to an operational system such as finance procurement, risk or compliance, Catylex can help you extract detailed data in a structured manner to provide to these contract data consumers 

• If you need a better way to answer questions in a fire drill, Catylex can help make your contracts a timely source of valuable information 

The potential stakeholders are many. While our heaviest users are General Counsels and Legal Operations executives, CROs, CFOs, Procurement heads, operations leaders and business line managers also capture significant value by using Catylex. Additionally, Catylex’s low total ownership costs are a fit for any budget, so big and small firms alike can take advantage of our platform. 

Catylex Essentials is hosted in the AWS cloud for now. There are other options available upon request.

Security is very important to us, we understand that we are managing sensitive data. Information security is embedded into the product design. We are SOC 2 compliant. See our Information Security write up for more information. 

Upgrades are automatic. Don’t worry, no work will be lost. Specifically, any comments, notes, edits to results will be retained. Typically, we will communicate material upgrades and their impact to existing users ahead of time. 

• No. No solution is 100% accurate, not even multiple humans. We are always striving to be more accurate, we welcome your feedback 

• If this concerns you, please read this article about accuracy 

• We have a Quality Control (QC) function which allows users to rapidly review, edit, delete, etc., data which can then be used for all reporting.  

• We also have partnerships with some service providers who love our tech and will work with you to provide scalable QC services. Contact us if you are interested and have more questions. 

• English only. 

• Catylex currently does not support non-English languages. 

• Catylex can recognize which language your contract is in 

• If you do have contract translation requirements, please do contact us for further information.

• Catylex offers a number of APIs out of the box and partners with its clients to develop integrations solutions for systems not already covered. 

• Catylex can be connected to your existing contract repository such as your eSignature solution, your CRM or document management system 

• Catylex can also be connected to any of your enterprise systems that need contract data - systems that you are manually rekeying data into today    

• Integrations are available in the Professional and Enterprise pricing plans. Contact us if you are interested and have more questions. 

If you are using SSO you simply need to click on the URL. If you are using MFA, you will need your credentials (Username and password) and an authenticator app to provide a code. There is a forgot password option with this for you to automatically reset your password. 

To add an additional user to your account, you must be logged into the Catylex platform: 

• Click on your name in the top right corner 

• Select "Add new user" and enter your colleague's details. 

They will be emailed an invitation to complete their account setup. 

• Minimum Length: 14 

• Special Characters: 1 min 

• Uppercase Characters: 1 

• Lowercase Characters: 1 

• Digits: 1 

• Not Recently Used: 3 

Workspaces are used to secure/limit access to your contracts. For example, you may want a workspace for your employment agreements which you only give HR access to, similarly you may want to restrict access to certain customer sales contracts to the relevant sales team, perhaps by setting up a workspace for each sales team, region etc. 

Only System Admins can set the default view for the workspace. 

If you have System Admin permissions: 

1.  Open the hamburger menu on the top left-hand side of your screen 
2. Select "Manage Workspaces"  
3. Click the orange ellipsis icon (under the "Actions" column on the far right side of the page) and select "Edit Workspace"
4. Use the dropdown menu to change to the desired default view
5. Save your changes 

• PDFs, txt, docx, and most image types (e.g., jpeg, gif) 

• Catylex cannot process zip files 

The platform is only checking for duplicate file names, to avoid inadvertently reloading files you may have loaded in a previous session.  

In addition to this basic function, upon loading, Catylex performs far more extensive analysis regardless of file name to determine exact and potential duplicates, accessible in the Deduplication module. 

This feature is useful if you have lots of near duplicates in your files and want to quickly get to the relevant set of files/contracts. 

Technically there are no limits on document size. However, Catylex and your Subscription Manager have established some limits to protect your organization from accidental misuse/loading a very long, large document which is not a contract. If you do hit the limits (typically 150 pages or 50MB) with an actual contract, contact your Subscription Manager to get these temporarily adjusted. 

This is a list of all contracts in the selected workspace(s) with some basic metadata and a simple way to quickly filter, e.g. by Party.

This is a curated view of an individual contract which includes a list of salient legal and business terms that are relevant to either the type of contract selected, or the current project/task that you are working on. 

This report allows you to quickly find critical information from the contract in a structured format, along with the ability to see the answer in the full sentence and in the context of the actual contract (by opening the PDF). 

Our base view is typically the “Commercial View”. Views are a curated selection of concepts designed to highlight critical data from your contracts. Views are provided out of the box for types of agreement, for example, for “Data Privacy”, “Loans”, “Leases” etc. Users can also develop their own views – see the questions about “Custom Content”. 

This is a view of the sentences of the contract in the same order as the contract aligned to the legal and business concepts found by Catylex. In addition, the “All Terms Report” provides users with a quick way of finding (via filters) a relevant section of the contract.

Catylex comes with some ability to visualize your contract data. This feature is accessible from the Overview dashboard by clicking on any of the icons in the bottom row.  

Advanced Visualization provides users the ability to select different data e.g., liability caps types, and display these data sets in various graphical formats. It also allows users to combine data sets, e.g. liability caps and agreements dates, so that users can see how usage of liability cap types varies over time. 

Users can select any pair of concepts to visualize and/or analyze your portfolio and then quickly drill down to the subset of relevant contracts or sentences. 

Yes, select the “Settings” icon in the top right-hand corner. You should see "Select Visible Columns" which allows you to choose additional columns. 

Yes, from the “Contracts” screen select the contract that you are interested in and then click on the ‘Share’ icon. You will be presented with two options: 1) to download the Excel file and 2) to email the Excel file. 

• Blue/white checkmark means concept displayed in Key Terms Report 
  
  
• No checkmark means concept not displayed 

• Dark gray text: text means some text was found in contract pertaining to concept 

• Light gray text:  means no relevant text was not in contract relating to the concept 

• A circle with an ‘i’:  means not found but other relevant information relating to the concept was found 

If you have subscribed to more complex content, e.g., for loans or leases, you can access this additional content from the Key Terms Report by clicking the orange filter icon on the left-hand side of the screen. This will open a panel with a dropdown menu for available Views. Select the View that best meets your needs for each contract. See also: how to set default view for a workspace. 

Yes.

From the Key Terms Report click the orange filter icon. This will open a panel on the left-hand side of the the screen. Next, click on the "Concepts" chevron to reveal a dropdown menu with the following options:  

• All Concepts

• Concepts Found

• Concepts Not Found

Concepts can be removed from the Key Terms Report using the checkbox next to each concept. Concepts Not Found will be shown in lighter gray font.  

See also: customizing content.

Yes. You could create a document containing your preferred terms and load it into Catylex. When in the “Contracts” screen, select this contract and the other(s) that you want to compare and select the icon “Compare Key Terms” and Catylex will present to you salient legal and business concepts side by side which should make it much easier for you to look for real differences.

From the contracts grid, select the desired contracts, click the orange “More options” ellipsis box at the top of the contracts list and from the drop down menu, select “Compare Key Terms”. 

Only your browser limits the number of contracts, Catylex does not limit the number. However to optimize your experience, when you select more than 4 contracts at a time, Catylex only presents 3 concepts at a time. Users can deselect and select concepts of their choice via the side drawer/white filter in the blue square on the left side of the screen. 

Users can click on the (i) button to see the answer in the sentence.

To see the answer in the original contract, users can either:  

• Click on the “Highlight in PDF” option under the …(orange ellipsis) 

• In search results, click on the concept chip to see the PDF 

Convert any dates expressed in any short or long form to a single date format e.g.,  3rd October 2024, normalized to Oct 03, 2024

Period of time represented as a paired value number with a plural neutral time unit, e.g., three days normalized to 3 Day(s)

Convert legal entity name to more standardized format, all caps, punctuation removed, ambersand converted to "AND" and common legal org forms rendered as common abbreviations, e.g. Acme (Europe), Limited is normalized to ACME EUROPE LTD

Concepts or their attributes converted to normalized labels e.g. Governing Laws

Catylex uses AI to derive the most likely agreement type while also limiting the list of agreement types to create useful groupings for review. 

The deduplication feature set helps users quickly identify and set aside duplicate contracts. Catylex automatically identifies and groups files that are very similar and allows users to interact with the system to accelerate the process of assessing exact and near duplicates. 

• Exact duplicates: Identical files that may have different filenames or locations but have the same content 

• Near duplicates: Contracts with minor variations in content, formatting, or metadata 

For each set of near duplicates, the platform provides users the ability to rapidly assess the two files to determine whether it is an actual duplicate or not: 

• Side-by-side PDF viewing: Visual comparison of both documents 

• Metadata analysis: File size, page count, sentence count, and character count comparisons 

• Granular difference tracking: Sentence-level differences highlighted with intuitive color coding 

• Red strikethrough text: Indicates content present in the first document but missing in the second 

• Green highlighted text: Shows content added to the second document that wasn't in the first 

This granular view enables users to quickly understand the nature and significance of differences between contract versions. 

No.  

1. Treat as duplicate: This action doesn't delete files but moves duplicate copies to a restricted access folder
   
   
2. Reject as duplicate: Maintains both contracts as separate entities in the active repository

Use the "Split Document" option available under "Actions". Catylex suggests places to split the document, one click of the scissors icon will get this job done quickly!

Click the icon to view related – referenced— documents, for example the Master Services Agreement referenced in the Statement of Work, or the Amendment.

• Black means the referenced document has been found in the corpus loaded into Catylex 

• Gray means the referenced document has not been found in Catylex and likely means it was not uploaded. There is a chance that the referenced document was not found e.g. because of a mismatch in document Title, Parties or Agreement Date. 

• R - Referenced 
• C – Child Agreement 
• A - Amendment 

Yes, to add a manual link you have two options:  

• 1) Select the two documents that you desire to be linked, click the orange “More options” ellipsis box at the top of the contracts list and from the drop-down menu, select “Link Contracts” and confirm by clicking on “Add Link” 
• 2) select the single document that you and use the “Link Contracts” function to search for the target document either by title, parties etc. 

Yes, we now allow certain permissioned users to create their own views, This feature can be found under "Administration" by clicking through the "Custom Content" feature. If you do not see this option, contact your system administrator or your Catylex account manager. 

• You can create tags through the search function which will then persist throughout your data, including on new contracts uploaded, at least if concept is present. 

• Catylex has literally thousands of legal and business concepts available for particular use cases. These are bundled into data packs and are available as add-ons to your subscription. Examples include data packs for loans, leases, trading documents, investment documents. So most likely it is simply a matter of exposing this content. 

• If we don’t have a concept? We do not burden the client with training new content. We are always expanding our coverage. For more information:  Contact us. 

• Custom Concept – great for adding details (concepts) to a View when details are dependent on existing data points, e.g. a combination of existing concepts and tags. 

• Tags – great for labeling search results when multiple criteria have been used and great when something is required either as a one off or urgently 

• Catylex Concept – best when: 

• • Lots of concepts are required 

• • Content is nuanced or complex e.g. ERISA requirements 

• • Concept is pervasive across your contract portfolio 

• Home Party refers to your organization’s (contracting) legal entity and is preset by you/your organization’s subscription management team 

• Away Party refers to counterparties in your contracts, e.g. vendors, customers. Away Party is the default setting, if you see one your organization’s (contracting) legal entity, set it as a Home Party 

From the contracts grid, right click on the concept chip and select the “Treat as Home Party” option or inform your subscription manager who has responsibility for this, it may be an issue with your organization’s reference data which you are helping to improve. 

Once set as Home Party whenever this entity shows up in any other contract it will show up as a Home Party. 

Yes. When in Quality Check (QC) mode, next to the Away Party, click on  "Other Actions" and select "Add to Home Parties". This will set your selection as the Home Party for any other contracts loaded into your account. 

It is also possible to upload a list of your contracting entities (Home Parties) if you have this data available, e.g., from an entity management system. 

There are several ways to create a Legal Entity. To start, go to the Administration icon and select “Manage Legal Entities”. 

• To create a single new legal entity: use the “Create” function to add either a “Home” or “Away” Party. 

• To create multiple legal entities (bulk creation): use the “Import” function. If you need a formatted template, use the “Export” function which will generate a blank file with instructions. 

• Via API or a connector (good for long term maintenance): an API or a connector can be used with your legal entity management system. 

Yes, this is common and Catylex provides a mapping function that will group contracts drafted in the current legal entity name and/or any previous names. The information needs to be captured once for it to be applied to all contracts and is typically done as part of the implementation or as part of a maintenance process. 

Go to the Administration icon and select “Manage Legal Entities”, under “Actions” there is an option to “Edit Legal Entity” and use the “Add Name” function. Select the appropriate option under “Type”. Alternatively, inform your subscription manager. 

Yes, this is common and Catylex provides a mapping function that will group contracts drafted in the current legal entity name and/or any other names such as a DBA. The information needs to be captured once for it to be applied to all contracts and is typically done as part of the implementation or as part of a maintenance process. 

Go to the Administration icon and select “Manage Legal Entities”, under “Actions” there is an option to “Edit Legal Entity” and use the “Add Name” function. Select the appropriate option under “Type”. Alternatively, inform your subscription manager. 

Yes, Catylex allows data associated with legal entities to be uploaded and used in the search function, for example, find contracts that are with legal entities formed in Delaware. In this instance if your organizations reference data included the country or state of formation, this data can be loaded into Catylex and associated with legal entities allowing the user to quickly find the subset of contracts.  

Common reference data for legal entities includes key identifiers, basic information, and ownership details. Examples include the legal entity's, registered address, status, country of formation, and industry classification, parent entity, internal reference codes, ratings etc. 

Alias Management allows customers to maintain a list of prevailing legal entity names so that whenever a certain legal entity name is found it is displayed by a common, new (prevailing) name. For example, if an entity has changed its name over time and wants to see all contracts across both its legacy and new name, this can be achieved by using the alias function.

• Yes, all contract data along with links that take users back to the contract in the system, can be downloaded by the user into Excel. 

• Additional download formats (files types and structure) are possible, just not in the Essentials version of the product. 

• APIs are also available for exporting data. 

Contact us for further information. 

Select either the relevant sentences or the relevant contracts and use the " " (Share) feature and "Download to XLSX". There should be a column labeled "Base Contract IDs" which contains the required data set. 

Contact your account manager for RESTful API documentation and a service account to test or leverage these APIs.

Simple search allows users to quickly filter contracts by a range of attributes e.g. file name, Away Party, Agreement Date range. Users can also filter by any legal and business concept including Governing Law. 

Advanced Search provides users more options to refine their search by adding additional criteria.

Users can use text search to find either sentences or contracts that contain a specific word or set of words. Useful if you know the precise word but limiting as variations will be missed.

Click the orange “More options” ellipsis box at the top of the contracts list and from the drop down menu, select “Load/Manage Saved Searches”.

Yes, you can add individually or in bulk. 

• Individually to a contract from the Key Terms Report via the “+” icon  

• Individually to a sentence from the All Terms Report via the “+” icon 

• In bulk to sentences or contracts by selecting search results  

• In bulk by using the Auto-Tagging feature 

 For more information: see the question about when to use tags vs. custom concepts. 

“Auto-Tagging” provides you with the ability to automatically generate tags for new contracts that meet previously established search/tag criteria when loaded into Catylex. To use the auto-tag function, save the search and use the search as an “Auto-Tagging” rule. 

The Data Confidence Dashboard provides an at-a-glance overview of data quality for each legal and business concept in the selected view. This dashboard can help users determine where to focus QC efforts. 

AI Matching is an optional core feature that is an additional automated QC check by a secure LLM, it is the primary basis by which Catylex delineates High Confidence (i.e. when both AI results match) from other results. 

In the Key Terms Report, concepts with AI Matching are delineated with AI Matching's 3-Star icon as shown below.

Any concept that does not have AI Matching is gray in color and the highest data confidence level is Medium-High. Search results are color coded and have icons. Hovering over the icon will show the confidence level.   

First, data from Catylex can be used out-of-the-box. For urgent deliverables, using some data (from Catylex) is better than having no data. As with any important deliverable, review is advisable before making a decision. Catylex provides tools to accelerate these reviews and ascertain a level of confidence without any QC (refer to AI Matching).  

• When time allows for QC, particularly for the initial load of large portfolios, Catylex recommends QC by concept and leveraging the Data Confidence Dashboard to determine where to spend QC time starting with critical organizational data points. Most often these include Parties, Agreement Dates/End Date as well as Titles. These are also important for understanding and automating the recognition of contract relationships and are the most commonly utilized concepts.
   
• Focusing QC effort on Medium Confidence results will provide the greatest improvement in data confidence via either confirming or editing results.
   
• Maintaining a process and a catalogue of QC work reduces re-work, ensures the maintenance of QC work effort and accelerates future projects.
   
• Establish business rules and escalation paths including to appropriate data owners and/or governance forums, for areas of judgement. 

No, data from Catylex can be used out-of-the-box. For urgent deliverables, using some data (from Catylex) is better than having no data. 

These are results that the system has found in your contract that relate to the business and/or legal concept that you selected but do not meet the threshold of confidence to be a "result". This list may include the result that you believe is most relevant in your use case.  

In the QC mode you can highlight and add this result and if appropriate replace the result the system found. This should make it easier for you to QC the results by limiting the rekeying of data that you need to do.

Catylex provides the ability to create alerts  or “Trackers” and “Tracking Rules”. These Trackers then monitor the system for contracts that match the tracking rule and send alerts via email or within the Catylex application (or both). Alerts can be offset a specified number of days before or after the occurrence of a milestone date. For example, an alert may be configured for 30 days before the expiry date, or 7 days after that date. Alerts can also be limited to certain conditions, such as only applying where a contract is stored within a particular workspace or tagged with a particular tag. Trackers can be cloned to make it easier to create a similar rule and can be deactivated if not in current use. 

Yes, by using the "Contract Tracker" features (found under the "Administration" cog wheel) you are able to set up automated notifications - via email and/or in app messages - based on a contract date, e.g. Agreement End Date. There are a few other features that help you narrow down who (which users) get notifications when (e.g. 30, 60, 90 days before) for which contracts.

Catylex’s RACI (Responsible, Accountable, Consulted, Informed) framework that allows organizations to assign contract data to Groups. This feature, available in the “Configure Content” screen, addresses operational challenges by clearly defining who should handle specific contract concepts, minimizing errors due to responsibility gaps and communication failures. 

Yes, concepts that cover specific provisions and/or obligations can be assigned (tagged) to a person or a group using the RACI feature.