Guided pilot · User guide v1.1
Your first contract, step by step
Start with your role, follow a sample agreement through review, and know who acts next. These instructions describe the current pilot features.
Updated 17 October 2026 · Keep this link for the maintained version.
Remember: Create draft → Request Approval → Human review. Approval does not sign or activate a contract.
Guide contents
Getting started
What is SynTerra FlowAI?
FlowAI brings contract intake, document-based AI risk review, manual approvals, renewal information and recorded activity into one workspace. This guide describes the current guided pilot.
Start here for your role
Requester: create and track
Open New Request, enter the agreement details and attach a sample document. Create the draft, then open it and select Request Approval. Return to the same contract to read the decision and next step.
Reviewer: inspect and decide
Open Approvals and the linked contract. Read the document and any AI findings before deciding. Approve, or reject with a useful explanation. Requests are shared with the authorized tenant approval team.
Administrator: prepare access
Agree each user's initial role before inviting them through Users & Roles. Check invitation receipt, sign-in and the sample workflow. An approval is separate from signature and activation.
Auditor: follow the evidence
Open the permitted contract, risk and Audit Trail views. Compare actors, decisions and dates. Contact the administrator about missing records or unexpected access.
Your first login
- 1
Open your invitation
Use the production setup link sent by your administrator. Sign in with the exact invited email; if you already have an account, use Login.
- 2
Complete account setup
Follow the setup and verification prompts. Enter passwords and verification codes only on the sign-in or verification page. If using Google, select the identity that matches your invitation; Google aliases sign in as the primary account.
- 3
Check your role
After sign-in, check the role shown in the app. Your administrator can confirm the company assignment. One account has one active company membership and one role.
- 4
Try the sample journey
Use the steps for your role above. If access or the role is wrong, stop and contact your administrator rather than registering another account.
Roles and permissions
Requester
Create requests, view your own contracts and follow their decisions. You cannot approve requests.
Department Manager
Review accessible company contracts and decide tenant-team approval requests. Individual reviewer assignment is not enabled.
Legal Reviewer
Review source documents and AI findings, record risk decisions and decide approval requests.
Finance Controller
Review commercial information and decide approval requests. AI Risk Review is not available to this role.
Administrator
Invite company users, view company contracts and manage supported settings and contract lifecycle status.
Auditor
View authorized company contracts, risk and audit information. You cannot approve requests or run AI reviews.
Your menu reflects your role. Requesters see their own contracts; other permitted views cover the company workspace. Department Manager does not imply a separate department-only access boundary. Roles are selected before invitation; normal role changes after activation are not supported in this pilot. Ask your administrator to coordinate access corrections with FlowAI support.
Daily workflows
Create a contract request
- 1
Open New Request
Choose the appropriate request type. For a renewal or amendment, select the predecessor contract where relevant and check the link before submitting.
- 2
Enter the agreement details
Complete the required fields: title, contract type, supplier or counterparty, contact, owner and department. Add value, currency, dates, notice period and renewal structure from the agreement.
- 3
Record review context
Enter jurisdiction, governing law, liability and data-processing details accurately. Intake values are user-entered context; the attached agreement is the source for checking actual clauses.
- 4
Attach the agreement
Upload a PDF, DOCX or TXT file, up to 10 MB per file and ten attachments per request. New uploads use protected document access. AI review never receives the original file: you paste and confirm a masked review copy, and only that confirmed text is analysed.
- 5
Create the draft
Check the final summary and submit the intake. This creates a draft contract; it does not automatically run AI review, request approval, obtain a signature or activate the agreement.
- 6
Request approval separately
Open the created contract and select Request Approval. Confirm it says Awaiting tenant approval team. An authorized reviewer must now inspect the request.
AI contract drafting
- 1
Save intake details
Create a new request. Open AI contract drafting on the saved contract.
- 2
Select a template
Choose a matching English or German template, add requirements and prepare the AI input.
- 3
Check privacy
Review the exact input and remove sensitive details. Automatic masking cannot identify everything. Only after explicit confirmation is this text sent to the AI service.
- 4
Generate and review
Generate the draft, check its terms and placeholders, and save edits as a new version. Earlier versions remain downloadable.
- 5
Review and approve
Confirm review of the saved version. Use a confirmed privacy review copy for risk review, then request team approval. Changes are locked during or after approval.
- 6
Sign externally
After approval, download the reviewed DOCX and use the existing external signing process. Approval is not a signature.
Track the status and next action
Draft
The contract record exists. Check its details and documents; request approval when ready.
Approval pending
A separate request awaits a decision from your company's authorized approval team. No individual reviewer has automatically been assigned.
Approval complete
Read who approved and any recorded findings. Approval does not sign or activate the contract. The administrator must confirm execution separately before setting Active.
Rejected
Read the reviewer's explanation in contract detail and history. Coordinate the changes with the reviewer or administrator, then request approval again when the revised material is ready.
Open Contract Detail to read metadata, accessible documents, Risk Findings, Approval Requests & Decisions and Audit Trail. The contract lifecycle and approval-request status are separate; an approved contract can correctly remain Draft while awaiting execution.
Review and decide an approval
- 1
Open Approvals
Department Managers, Legal Reviewers, Finance Controllers and Administrators can decide tenant-team requests. Use Pending to find work and Approved or Rejected to see completed decisions.
- 2
Open the linked contract
Check the counterparty, value, request type, documents and risk findings. Do not decide from the queue title alone. The due date is a review target, not proof of automatic escalation.
- 3
Approve or reject
Approve when the requested internal decision is appropriate. For rejection, enter a useful explanation of what is missing or needs changing. The decision actor and time are recorded.
- 4
Confirm the result
Read the decision in contract detail. Tell the requester what needs to happen next when further work is required.
Review renewal deadlines
- 1
Open Renewals
Check decision deadlines and days to act. Filters cover urgent, 30–90 day and later items; some deadlines may already be overdue.
- 2
Verify the source agreement
Compare expiry, notice period and renewal structure with the signed terms. A notice deadline can be earlier than expiry; a missing or incorrect date can make the view incomplete.
- 3
Start the renewal request
Use New Request and choose Renewal. Select the correct predecessor and attach the proposed agreement. Check the details yourself; terms and approval history are not automatically inherited.
Run and read an AI risk review
- 1
Attach the document and confirm a review copy
Open a contract you can access and make sure the agreement is attached. Then open the privacy review copy: paste the contract text, check the automatic masking and confirm the exact text. The original PDF or DOCX stays private and is never sent to the model.
- 2
Run AI Review
From contract detail select Send for AI Review, confirm the selected contract and click Run AI Review. Only your confirmed review copy is analysed. Wait for completion; if it fails, check the review copy and the message, and do not treat a failed run as a completed assessment.
- 3
Compare findings with the agreement
Read the summary, 0–100 score, severity, clause reference and suggested fix. Confirm each material point against the actual document. A low score is not a guarantee that the agreement is safe.
- 4
Record the human decision
Authorized risk reviewers can use the risk-review controls available to their role. Helpful, Not helpful and Needs correction record feedback; clicking them does not edit the agreement or prove that the model has been retrained.
Administration
Invite users — Administrator
- 1
Agree the email and role first
Confirm each participant's exact work email and initial role. One account can have only one active company membership. Ask FlowAI support to check existing access if there may be a conflict.
- 2
Use Users & Roles
In your production workspace, open Users & Roles → Invite User. Enter the email, choose the agreed role and send the invitation.
- 3
Check delivery and sign-in
The recipient uses the setup link, completes account verification and signs in. Confirm they see the expected role and can perform the sample task.
- 4
Handle a failed email carefully
If the app says the role is reserved but email is not confirmed, contact support or retry the same invitation after checking delivery. Do not create a second invitation with another role. Sending and resending are subject to daily limits.
Template library
Where permitted, browse the templates available to your company and filter by contract type. Treat the library as reference material during the pilot.
Workflow and signing boundaries
Current approval workflow
Request Approval creates a manual tenant-team request. Authorized reviewers can inspect and decide it. A workflow diagram or saved target is not evidence that automatic multi-stage routing is running.
Signature and activation
Production e-signature integration is not available in this pilot. Complete any required signature through your agreed external process. An administrator should confirm execution before marking the contract Active.
Items labelled roadmap or in active development are outside the supported pilot journey. A demo signing flow is for synthetic documents only.
Organization settings
Administrators can save the supported settings exposed in the workspace. Confirm any changed value has saved, and coordinate operational changes with FlowAI support.
Planned capabilities
The FlowAI roadmap includes the capabilities below. The instructions in this guide describe the current guided pilot; use a planned capability only after your administrator confirms it is released and enabled for your workspace.
Automatic approval routing — planned
Route requests through configured review stages and roles. The current pilot uses manual tenant-team review.
Role management — planned
Change existing members' roles through a supported administration workflow. Current roles are selected before invitation; access corrections need operator support.
Template automation — planned
Use maintained templates to populate request content and standard terms. The current library is a reference view.
Audit exports — planned
Download audit information for reporting and review. The current pilot provides on-screen audit views.
Insights and help
Read your dashboard
Your permitted view
Requesters see their own contracts. Other authorized roles see the company information permitted to them. A zero count can mean no matching records; it does not establish that every contract has been reviewed.
Approval requests versus lifecycle
The approval counter counts review requests. The lifecycle pipeline counts contracts. These are different records, so the counts need not match.
Risk and next steps
Check how many contracts still await risk review. Recommended next steps are based on pending requests and recorded dates; they are not individually assigned tasks.
Analytics and portfolio summaries
Where permitted, Analytics summarizes the loaded contract records by status, type, risk and department value. Check source contract details before relying on totals, especially where currencies differ or data is incomplete. The current charts are not a complete historical approval-cycle report.
Read the audit trail
Use contract detail for the agreement's recorded creation, review and approval events. Authorized roles can open Audit Trail for a broader permitted view. Entries identify the actor, recorded action and time.
Finance dashboard
Finance Controllers, Administrators and Auditors can open Finance Dashboard. Use the displayed portfolio values as review context and reconcile them with the underlying agreements and your finance records. It is not an accounting ledger, payment system or guaranteed currency-conversion report.
Help and troubleshooting
I cannot access a page
Confirm your role and invited email. A page may be unavailable to your role. Contact your administrator for an access review; do not try another person's login.
Can I change my role?
Normal role changes after activation are not supported in this pilot. Ask your administrator to coordinate the correction with FlowAI support before further invitations are sent.
A document link expired
Open the document again from its contract to obtain a fresh authorized link. New uploads use protected storage and short-lived opening links. Do not forward an opening link or assume that everyone in the company can read the document.
Where is my decision?
Open the original contract and read Approval Requests & Decisions and Audit Trail. An approved request can still have Draft lifecycle while execution is outstanding.
AI review failed or looks wrong
Check that the agreement is attached and readable. Read any error message. Compare questionable findings with the document and record Needs correction where available; ask a human reviewer to investigate.
How do I get support?
For access, invitations and workflow issues, contact your company administrator or email support@synterraflowai.com. Include the page, approximate time, error text and contract reference if appropriate. Never send passwords, verification codes or confidential attachments unless a secure support process has been agreed.