--- sourceDocument: Australia Asset Management sourceDocumentLink: https://www.servicenow.com/docs/r/australia/it-asset-management Release : - australia ft:locale : - en-US ft:publication_title : - Australia Asset Management ft:clusterId : - itam bundleId : - itam workflow : - Technology --- # Manage contract repository agentic workflow # Manage contract repository agentic workflow in the Hardware Asset Workspace {#ariaid-title1} Release version: Australia Updated August 24, 2026 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 4 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete. ## Summary of Manage contract repository agentic workflow in the Hardware Asset Workspace The Manage contract repository agentic workflow automates contract management within the Hardware Asset Workspace by using AI to extract metadata and contractual obligations from signed contracts. It also sets renewal or termination reminders automatically. This reduces manual data entry and helps legal and procurement teams maintain compliance efficiently. Show full answer Show less **Important:** This feature is available only with the Hardware Asset Management Prime SKU, starting from version 16.0.0 and Australia patch 6. ## Key Features * **Metadata Extraction and Reminders:** An AI agent extracts key metadata from contracts, such as contract end dates, auto-renewal clauses, and notice periods. Contract Managers can review the extracted metadata and set reminder dates for renewals or terminations using a playbook. Notifications can be enabled to alert Contract Managers when extraction is complete. * **Obligation Extraction:** The AI agent extracts contractual obligations for review. Contract Managers accept or reject obligations in the playbook; accepted obligations are recorded in the contract's Obligations tab. Obligation tasks are created, which users with appropriate roles work on, submit for approval, and track until completion. * **Conditions for Initiating Extraction:** Extraction can be initiated on contracts of types warranty, maintenance, lease, or purchase agreements when the relevant AI extraction skills are activated and have not yet been executed on the record. * **AI Agents:** The workflow uses a Contract repository AI agent that retrieves contract details, extracts metadata and obligations, and calculates average lead times for similar contracts. ## How This Helps ServiceNow Customers * Automates and accelerates contract data processing, reducing manual effort and errors. * Ensures timely contract renewals and terminations through automated reminders, helping maintain compliance and avoid missed deadlines. * Improves visibility and management of contractual obligations with task tracking and approval workflows. * Integrates seamlessly within the Hardware Asset Workspace, supporting hardware asset lifecycle and contract management processes. ## Practical Steps for Use * Activate the Contract metadata extraction skill and Contract obligation extraction skill in the AI Admin Hub console. * Create a contract record in the Hardware Asset Workspace and upload the signed contract file. * Select "Initiate contract extraction" to start AI processing of metadata and obligations. * Review extracted metadata and set reminder dates in the contract playbook. * Review extracted obligations, accepting or rejecting them and managing obligation tasks as needed. Automate contract management with the Manage contract repository agentic workflow. Extract metadata and obligations from signed contracts and set renewal or termination reminders automatically to reduce manual data entry and help legal and procurement teams maintain compliance. Important: This feature is available only with Hardware Asset Management Prime SKU, starting from Hardware Asset Management version 16.0.0 and Australia patch 6. ## Overview of Manage contract repository agentic workflow {#manage-contract-repo-agent-flow-ham__section_bbf_txt_3kc} The manage contract repository agentic workflow uses an AI agent to perform the following steps sequentially: 1. Extract metadata from signed contracts. 2. Calculate the contract reminder date for renewal and termination. 3. Extract obligations from signed contracts. {#manage-contract-repo-agent-flow-ham__ol_n1k_vxt_3kc} ## Metadata extraction and contract reminders {#manage-contract-repo-agent-flow-ham__section_jg1_3yt_3kc} The AI agent uses the Contract metadata extraction skill to extract key metadata from signed contracts. After the metadata extraction is complete, you can open the playbook to review the extracted information and set the contract reminder date. The following workflow explains the metadata extraction and contract reminder setup process: 1. As a Contract admin with the AI role (sn_cm_gen_ai.ai_contract_config), activate the Contract metadata extraction skill in the AI Admin Hub console. For more information, see [Configure the Manage contract repository agentic workflow for HAM](https://www.servicenow.com/docs/7qs~yDntnVYSTSBr~G13Jw "Install the ServiceNow Otto for Contract Management Pro plugin (sn_cm_gen_ai) and activate the generative AI skills to use the Manage contract repository agentic workflow."). 2. In the Contract management view of the Hardware Asset Workspace, create a contract record. 3. On the contract record, upload a signed contract file and select Initiate contract extraction. 4. After contract metadata and reminders extraction is complete, a message appears on the contract form indicating that the metadata is ready for review. If notifications are enabled by the administrator, the Contract Manager also receives an email notification. For more information, see [Enable notifications for AI extracted metadata and obligations](https://www.servicenow.com/docs/access?context=cmpro-na-me-agentic-ntf&version=australia&pubname=australia-employee-service-management&ft:locale=en-US). 5. The Contract Manager reviews the extracted metadata and submits it to update the contract. 6. The contract reminder date is then calculated based on the following factors: * Contract end date * Presence of auto-renewal clause * Notice period for contract renewal or termination {#manage-contract-repo-agent-flow-ham__ul_z5f_wyt_3kc} Note: If the renewal notice period and termination notice period aren't available, the configured default notice period is used. For more information, see [Set the default notice period for the Manage contract repository agentic workflow](https://www.servicenow.com/docs/access?context=conf-sys-prop-default-np&version=australia&pubname=australia-employee-service-management&ft:locale=en-US). 7. The Contract Manager sets the contract reminders in the playbook by reviewing the calculated date and configuring the recipient list for the reminders. {#manage-contract-repo-agent-flow-ham__ol_u5r_vyt_3kc} For more information, see [Review AI-extracted metadata and contract reminder date in the Hardware Asset Workspace](https://www.servicenow.com/docs/lutyFc7K0j52n4v7ykEI4A "Use the contract playbook to review and update the AI-extracted metadata and contract reminder date."). ## Obligation extraction {#manage-contract-repo-agent-flow-ham__section_bnh_tzt_3kc} The AI agent uses the Contract obligation extraction skill to extract key contractual obligations from contracts. Once extracted, you can review the obligations within the contract playbook and choose to accept or reject them. Accepted obligations are added as records in the Obligations tab of the contract record. The following workflow explains the obligation extraction process: 1. As a Contract admin with the AI role (sn_cm_gen_ai.ai_contract_config), activate the contract obligation extraction skill in the AI Admin Hub console. For more information, see [Configure the Manage contract repository agentic workflow for HAM](https://www.servicenow.com/docs/7qs~yDntnVYSTSBr~G13Jw "Install the ServiceNow Otto for Contract Management Pro plugin (sn_cm_gen_ai) and activate the generative AI skills to use the Manage contract repository agentic workflow."). 2. In the Contract management view of the Hardware Asset Workspace, create a contract record. 3. On the contract record, upload a signed contract file and select Initiate contract extraction. 4. After the obligation extraction is complete, a message appears on the contract form indicating that the obligations are ready for review. If notifications are enabled by the administrator, the Contract Manager also receives an email notification. For more information, see [Enable notifications for AI extracted metadata and obligations](https://www.servicenow.com/docs/access?context=cmpro-na-me-agentic-ntf&version=australia&pubname=australia-employee-service-management&ft:locale=en-US). 5. The Contract Manager reviews the extracted obligations within the contract playbook. Each obligation can be accepted or rejected based on relevance. 6. Approved obligations are automatically added as obligation records in the Obligations tab of the contract record. 7. Obligation tasks are created. * For a recurring schedule, the obligation tasks are automatically created for the obligation record based on the defined schedule. * For an ad hoc schedule, the user with the sn_cm_obligation.obligation_fulfiller role creates an obligation task. For details, see [Create an ad hoc obligation task in Hardware Asset Workspace](https://www.servicenow.com/docs/aM2fRkoO53AoZ1FACjap5A "Create an ad hoc obligation task required only once or at irregular intervals to track and fulfill an obligation specified in a contract."). {#manage-contract-repo-agent-flow-ham__ul_lgh_vq4_2hc} 8. The assigned user with the sn_cm_obligation.obligation_user role is notified when the obligation task is created. 9. The assigned user works on the obligation task and submits it for review.The state of the obligation task changes from Open to Awaiting approval. For more details, see [Work on obligation tasks](https://www.servicenow.com/docs/access?context=cncore-work-on-ob-tasks&version=australia&pubname=australia-employee-service-management&ft:locale=en-US). 10. The user with the sn_cm_obligation.obligation_fulfiller role reviews the task and approves or rejects it. For more information, see [Approve or reject obligation tasks](https://www.servicenow.com/docs/access?context=cncore-manage-ob-tasks&version=australia&pubname=australia-employee-service-management&ft:locale=en-US). * If the obligation task is rejected, the state of the task changes to Open, and the assigned user continues to work on it. * If the obligation task is approved, the state of the task changes to Completed. {#manage-contract-repo-agent-flow-ham__ul_mgh_vq4_2hc} {#manage-contract-repo-agent-flow-ham__ol_kgh_vq4_2hc} For more information, see [Review AI-extracted obligations in the Hardware Asset Workspace](https://www.servicenow.com/docs/ECaapDWJy3U1cesW~BTyOw "Use the contract playbook to review, edit, approve, or reject obligations automatically extracted from contract documents."). ## Conditions for initiating extraction from the contract file {#manage-contract-repo-agent-flow-ham__section_bpw_415_3kc} When a hardware contract is created, the Initiate contract extraction button appears on the contract form when the following conditions are met: * The contract metadata extraction skill or the Contract obligation extraction skill is activated on your ServiceNow instance. * One or both extraction skills have not yet been executed on the contract record. * The contract type is warranty, maintenance, lease, or purchase agreements. {#manage-contract-repo-agent-flow-ham__ul_pdz_rst_x2c} Note: If both the Contract metadata extraction skill and the Contract obligation extraction skill have already been executed on the contract record, the Initiate contract extraction button does not appear on the contract form. ## AI agents used in the manage contract repository agentic workflow {#manage-contract-repo-agent-flow-ham__section_shn_515_3kc} {#manage-contract-repo-agent-flow-ham__table_rpx_swm_v2c__entry__2} | Name | Description | |-|-| | Contract repository AI agent | * Retrieves contract repository details, such as vendor, model, and document attachment ID, from a specific contract repository record. * Extracts metadata from signed contract documents based on the applicable use case in the contract metadata extraction skill. * Extracts obligations from signed contract documents based on the applicable use case in the contract obligation extraction skill. * Calculates the average lead time for similar contracts. {#manage-contract-repo-agent-flow-ham__ul_bfc_mfk_dhc} | [Table 1. AI agents names and descriptions] {#manage-contract-repo-agent-flow-ham__table_rpx_swm_v2c} * **[Initiate metadata and obligation extraction from a signed contract in the Hardware Asset Workspace](https://www.servicenow.com/docs/6nqmmAGqNMYSXWxbNwRVew)** Reduce manual effort by using the Manage contract repository agentic workflow to extract key metadata and obligations from an uploaded signed contract and calculate the contract reminder date. * **[Review AI-extracted metadata and contract reminder date in the Hardware Asset Workspace](https://www.servicenow.com/docs/lutyFc7K0j52n4v7ykEI4A)** Use the contract playbook to review and update the AI-extracted metadata and contract reminder date. * **[Review AI-extracted obligations in the Hardware Asset Workspace](https://www.servicenow.com/docs/ECaapDWJy3U1cesW~BTyOw)** Use the contract playbook to review, edit, approve, or reject obligations automatically extracted from contract documents. **Related concepts** * [Work with hardware normalization](https://www.servicenow.com/docs/iRnOJwFfsRBTqZeuB7kFlA "Asset Management Hardware Model Normalization enables users to normalize the details, such as manufacturer, product, model, and device type, of your hardware and consumable models. Data from the models is compared against the data in the Hardware Model Normalization Content Service.") * [Manage your inventory through pallet assets](https://www.servicenow.com/docs/Y~ramXGWLaae_jA1UelGIA "Manage your inventory effectively using pallet assets.") * [Manage loaner assets](https://www.servicenow.com/docs/OU48Ln_mhMevW5DV8sioXw "Request a loaner asset or consumable for a short period. You can also prepare the loaner asset or consumable for deployment and reclamation by using loaner asset tasks. Deploy the loaner asset or consumable for a specific period, and reclaim it on the return date.") * [Donate assets to charity organizations](https://www.servicenow.com/docs/pZeQJfnAFUwy~ciZ~uVUHQ "Use the Asset Donation flow to donate hardware and consumable assets of your organization to charity organizations.") * [Manage RMA requests](https://www.servicenow.com/docs/HxW4yvp7EKVie963PDcgbg "Initiate a Return Merchandise Authorization (RMA) process by submitting an RMA request to initiate an RMA process with your vendor. You can repair or replace a faulty asset.") * [Fulfilling hardware asset requests](https://www.servicenow.com/docs/DE2RA8juimX1N77_JvDPaA "You can fulfill hardware asset requests submitted through the Service Catalog application manually or by using the Help manage hardware asset requests agentic workflow.") * [Audit hardware asset inventory](https://www.servicenow.com/docs/ivfYqawui0_yS4CNweZQsA "Perform scheduled or blind audits of stockrooms and other locations, such as offices or datacenters, to confirm accurate inventory information.") * [Reclaim hardware assets](https://www.servicenow.com/docs/ZZ5xhRYTO9lXOVHvOU~gxQ "Reclaim hardware assets efficiently and store them in the inventory, reassign, send it for repair, or dispose of as required.") * [Manage the lifecycle of hardware models with calculated lifecycle templates](https://www.servicenow.com/docs/ZXU4UUcobvbUwT0HJG3iZA "Manage the complete lifecycle of hardware models by creating calculated lifecycle templates and associating these templates with the models.") * [Receive asset warranty details from Lenovo](https://www.servicenow.com/docs/4LMdTBEkGgsc2wRiddClWw "Connect to the Lenovo Warranty API and get the warranty details of your hardware assets.") * [Manage stockrooms](https://www.servicenow.com/docs/L4I1dHfNyMXAqFeBTqgB5g "Manage the assets in the stockroom by using appropriate stock rules, service locations, and distribution channels.") * [Track shipments using the integration framework](https://www.servicenow.com/docs/e7kyoI70TtN1qpp5JRq_cQ "Track your shipments in real time by integrating your ServiceNow instance with your third-party carrier's application through the integration framework provided by the IT Asset Management application.") * [Assess performance of Hardware Asset Management](https://www.servicenow.com/docs/GTs_XARQRfJLp2dt2IeHGg "Track the success of the Hardware Asset Management application in your instance by creating success goals. You can also create a success goal category for a success goal and track the success of your goals by creating success activities.") * [Manage refresh of assets using Zero Touch Refresh](https://www.servicenow.com/docs/e0h~4Do3By8pxb5yNbhDuw "Enable your employees to request hardware refreshes through an external vendor by using the Zero Touch Refresh flow on your ServiceNow instance. This process enables you to eliminate having to maintain a local inventory of new assets.") * [Configure the Total Cost of Ownership of assets](https://www.servicenow.com/docs/sOJ0UntpHbgXlq2PRQi1hg "Configure the Total Cost of Ownership (TCO) of assets by creating rate cards for each task in a Hardware Asset Management workflow.") * [Manage Hardware Asset Management subscriptions](https://www.servicenow.com/docs/kCWR5fqZTgUd_aIJsanlKQ "Save on Hardware Asset Management licensing cost by choosing only the Hardware Asset Management Resource Categories that you use.") * [Manage repair of defective assets in your stockroom in the Hardware Asset Workspace](https://www.servicenow.com/docs/fAtUd4D0S3CQQGVNjY3Egw "Optimize your inventory by getting the defective hardware assets in your stockroom repaired using the Repair flow.") * [Manage picking hardware assets within your stockroom for Hardware Asset Management workflows](https://www.servicenow.com/docs/1H_9bbVcW6Dp_vP4HgkuKQ "Enable the Asset pick task explicitly for your stockroom and provide granular location details of the asset to facilitate asset picking within your stockroom.") * [Manage hardware asset tasks using the Mobile Agent application](https://www.servicenow.com/docs/2fXht9tQ8jR4OCDI68O27g "Manage hardware asset tasks such as repair tasks and asset pick tasks using the intuitive Mobile Agent application.") * [Manage asset put away using the Hardware Asset Workspace](https://www.servicenow.com/docs/SHT4JF5U7Syy4Jh6vX2rYQ "Enable the Asset put away task explicitly for your stockroom to put away the assets from the receiving bay in the designated aisle-space. View the open Asset put away task and close it after specifying the aisle-space value to move the asset in the stockroom.") * [Audit your hardware assets by using Asset Attestation](https://www.servicenow.com/docs/UwILV3hKHDLynDWJ2G_D8Q "Improve the asset utilization by auditing the hardware assets assigned to your employees and validating if the employees are using the assigned assets.") * [Manage obligations in the Hardware Asset Workspace](https://www.servicenow.com/docs/hGSAEpehZnFqr3iu_rwVEg "Obligation Management in the Hardware Asset Workspace enables you to create obligation records to define specific instructions and obligation task types required to fulfill a contract obligation.") * [Hardware Asset Management integration with Contract Management Pro](https://www.servicenow.com/docs/k7Y1ygAmFFcFl1y90OXGkA "Use the Hardware Asset Management (HAM) and Contract Management Pro integration to perform contract and obligation extraction from signed contract documents.") **Related tasks** * [Analyze hardware assets using the Generate hardware asset insights generative AI skill](https://www.servicenow.com/docs/E1wfvkI7OHnbZZlrw0fd7Q "View consolidated asset data and identify key action items with the comprehensive AI-generated analysis summary.") * [Manage asset bundles from your inventory](https://www.servicenow.com/docs/mOhJwAJ4Z0tjMWBi86Zjtw "Create asset bundles from existing assets in your inventory to track, reserve, or deploy a group of assets as a single entity.") * [Use Advanced Shipment Notification](https://www.servicenow.com/docs/JQPrMughUSfqfQk6BscFYA "Use Advanced Shipment Notification (ASN) to automate and create asset records when your assets are in transit.") * [Create an inventory stock order request](https://www.servicenow.com/docs/r435uwwNb9ft8Xkpxsa1cA "Create an inventory stock order request so that you can order new hardware in bulk for your stockrooms. The Hardware Stock Order flow tracks your order through approval, sourcing, and receiving.") * [Create a disposal order](https://www.servicenow.com/docs/USsdwDZbMq8Kaid6ZWW9hQ "Create a disposal order for hardware or consumable assets. You can create a disposal order for an asset reaching its end of life cycle or an asset that is no longer functional.") * [Request a Hardware Asset Refresh](https://www.servicenow.com/docs/YF4shnWRIvWN1WDR7X1TRA#hardware-asset-refresh "Use the Hardware Refresh request flow to track the aged hardware assets that are nearing the end of their life cycle. Replace them with new hardware assets.") * [Manage your expiring contracts for leased hardware assets](https://www.servicenow.com/docs/vv0B5WfxWeHhGgiTKbBAXQ "Use the lease contract expiration flow and decide on what to do before your leased hardware asset contract expires. Get notifications about the lease contracts that are nearing their expiration dates.") * [View RFID information of assets](https://www.servicenow.com/docs/47ltji9ZccyvyxrM3nWbAw "View the Radio Frequency Identification (RFID) information of assets to manage and locate important assets easily.") * [Create an internal lifecycle in the Hardware Asset Workspace](https://www.servicenow.com/docs/JbbTksNXKKUTL~vtQaHW9Q "Create a custom (internal) lifecycle to explicitly specify lifecycle dates for a selected hardware or consumable model in the Hardware Asset Workspace.") * [Calculate the active lifecycle phase for a model](https://www.servicenow.com/docs/8mCZZIoddCEPiWCviPFaXw "Recalculate the active life cycle phase for a hardware or consumable model without waiting for the scheduled daily job.") * [Track asset location using indoor maps](https://www.servicenow.com/docs/zSIjt_~_uOrkpfZ5_kux0A "Locate and track the consumables and hardware, bundle, and pallet assets in your organization by using indoor maps. Indoor maps provide an interactive interface that enables you to visualize the location of your assets within your campuses, buildings, floors, and places.") * [Acknowledge receipt of assets on the Employee Center portal](https://www.servicenow.com/docs/MSUW78DLoL2UZeNjnBur3A "After receiving hardware or consumable assets that were in transit and reserved for you, confirm their receipt on the Employee Center portal.") * [Update associated Decision tables for HAM flows](https://www.servicenow.com/docs/ztktGKNrpL94ZS_4ymybgA "Update associated Decision tables for Hardware Asset Management (HAM) flows to trigger a new or customized HAM flow.")