Turn every signed contract into a searchable renewal register

I want every contract we sign to land in a searchable contract register automatically, so renewal dates stop sneaking up on us. Use a Docusign poll trigger on the envelope_completed event, so this runs once per contract as soon as it is fully executed.

When an envelope completes, call Get Envelope to capture the envelope id, the envelope name or subject, and the completion date. Then call List Envelope Documents to see what is attached and pick the executed agreement itself, which is normally the combined signed document rather than the Certificate of Completion or a summary page. Pull that file with Download Document to get the signed PDF.

Run Mistral AI OCR over the downloaded PDF to convert the whole agreement into markdown text. These are long multi-page documents, so make sure the full text is captured across every page, including schedules and appendices, before doing any extraction. Do not extract from just the first page or two.

Pass the OCR text to Mistral AI Chat Completion and extract the key commercial terms as structured fields: counterparty name, effective date, initial term, total contract value, currency, whether the contract auto-renews (yes or no), the renewal notice window in days, payment terms, and governing law.

Accuracy matters more than completeness here, and there are three rules I care about. First, if the model is not confident about a term, quote the exact contract language verbatim instead of paraphrasing it, so a human can check the real wording. Second, if a clause genuinely is not in the document, leave that field blank and add a short "not found" note. Third, never invent, infer, or estimate a value that is not actually written in the contract.

Calculate two dates from what was extracted. Work out the contract end date from the effective date plus the initial term, then work out the notice deadline by subtracting the renewal notice window from that end date. The notice deadline is the most important column in the register, because it is the last day we can give notice before the contract rolls over. If either the effective date, the initial term, or the notice window is missing, leave the derived date blank with a "not found" note rather than guessing at it.

Append one row per contract to the Google Sheets contract register using Append Values. Include the counterparty, effective date, initial term, calculated end date, calculated notice deadline, total contract value, currency, auto-renewal yes or no, renewal notice window in days, payment terms, governing law, the Docusign envelope id, and the envelope name. Keep the column order stable so the sheet stays sortable and filterable by notice deadline.

Finally, post a summary to the operations channel with Slack Send a Message. Lead with the counterparty and the headline terms: contract value, effective date, and end date. When the contract auto-renews, call that out prominently at the top of the message along with the notice deadline, because those are the ones that cost us money if the window is missed. Also flag any field that came back blank or uncertain, along with the quoted contract language where there was one, so someone can close the gap while the contract is still fresh.