Introducing Definely Vault 

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Since the inception of Definely, our mission has been to make accessing and understanding the information within legal documents simple. Imperative to that mission is ensuring that each of our products integrates with the next, providing maximum ease of use for our customers. Definely Vault is no different. Vault is a knowledge management solution that leverages your organisation’s internal contract repository and clause library, categorises all the relevant information, and enables you to search for and insert precedent clauses into your contract without the need to leave the document you’re working on within Microsoft Word.

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Why we created Vault

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We often say that everything we do starts and ends with our customers (cliché, we know). But it really is the case! Having spoken to a number of our customers about their day-to-day practices, it became apparent that there was an appetite for a product that could take away the administrative burden of manually searching for existing clauses and definitions, and subsequently comparing them against their organisation’s gold standard information. Emails searched, colleagues asked, and DMSs scraped was too time-consuming and inefficient a process.

Hearing this, we set out to create Vault.

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How Vault works

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In its simplest form. There are four stages to using Definely Vault:

Step 1: Connect Vault to your organisation’s knowledge base or Document Management System (DMS). Integrating directly into Microsoft Word, Vault slots into your current contract drafting workflow, ensuring ease of use.

Step 2: Vault takes a document (or thousands) and categorises clauses and definitions.

Step 3: You insert your clause. While inserting or updating a clause, Vault will also insert the relevant definitions and update the cross-references associated with that clause.

Step 4: In addition, you can find and insert suitable recommendations with the help of Semantic Search, which delivers contextually relevant results sorted by relevance to the specific provision or clause being worked on. The system can handle extensive document libraries, with search speeds of 3-4 seconds for databases containing up to 250,000 documents.

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How Vault integrates into the Definely Suite

As previously mentioned, product integrability and interoperability are vital to ensuring a seamless user experience. Vault integrates smoothly into the Definely Suite, creating a unified workflow across our products, allowing you to navigate between them without disruption. By having Vault work in harmony with other Definely products, you can not only insert clauses and definitions but also access and edit defined terms and cross-references with just a double-click in a convenient split-screen side panel within Definely Draft. When paired with Definely Proof, Vault ensures that any inserted or updated content undergoes automated proofreading checks, maintaining consistency and accuracy throughout the document. Additionally, with Definely PDF, you can access every cross-reference, defined term, and even unused terms in your PDF legal documents.

We believe this integration not only enhances the overall user experience by minimising the need for context switching, which can often lead to time inefficiencies, but also drives higher adoption rates by ensuring users can take full advantage of the Definely Suite without the friction of managing multiple plugins and providers.

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See Vault in Action