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Keep the obligations register current: notices, renewals, duties

For: Contract manager or legal operations lead responsible for post-signature obligations

Pattern: WatchtowerNeeds a connectorDesigned for 10 to 300 agents
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The pain today

Renewal windows, notice periods, price review dates and reporting duties are captured once at signature, if at all. Amendments change them, the register is not updated, and a contract renews or a right lapses unnoticed.

The ask

“I connected our contract repository. Build the list of dated and recurring obligations for every contract, keep it current when a contract is amended or a new one is signed, and warn me before a notice window, renewal or reporting duty comes up, with the clause.”

Plain words, as you would say it to a colleague. Edit it to fit your case before you send it.

What you attach or connect

  • Contract repository with signed agreements and amendments
  • Existing obligations register, if any
  • Owners per contract or business unit
  • Calendar rules such as business days and notice methods

The unit of work

One worker task per one contract's dated and recurring obligations.

Why a swarm fits

Obligations are extracted per contract with only that contract's documents. When an amendment arrives, only that contract's entries are re-derived; the rest of the register stands.

Not for

A portfolio small enough for a calendar, or contracts already managed in a lifecycle tool with structured dates.

The decision tree

5 typed decisions, each with an action for every answer

At fixed moments in a run, the engine puts one narrow question to a decision model. The decision model never writes text: it answers yes or no with a probability, picks from listed options, or gives a score, about a small slice of the material. The engine then does exactly what this tree says, which is what makes the run auditable. The thresholds are the template's design values, not measured results.

  1. Planner, while planning

    Scope checkYes or no, with a probability

    Before work starts on a unit

    Does this new or amended document add, remove or re-date a notice window, a renewal, a price review or a reporting duty?

    Sees only: The changed document's clause headings and the contract's current register entries

    Why: Only contracts whose dates could have moved are re-derived.

    • Yes: 0.50 or higherthenAccept
    • Unsure: 0.20 up to 0.50thenAccept
    • No: below 0.20thenSkip this unit

  2. After workers, the judge checks

    Evidence checkYes or no, with a probability

    After a worker answers

    Does the quoted clause state both the trigger event and the period, so that the date can be computed without assumption?

    Sees only: The register entry, the quoted clause and the computed date

    Why: A confident date built on an assumed trigger is how a notice window is missed.

    • Yes: 0.85 or higherthenAccept
    • Unsure: 0.50 up to 0.85thenMark unresolved
    • No: below 0.50thenReject and retry

  3. Reconciler, while merging

    Conflict checkA choice among options

    While reconciling

    Does the amendment replace the clause that this register entry was derived from?

    Sees only: The register entry's source clause and the amendment's operative wording

    Why: Amendments that silently replace a clause are why registers go stale.

    • Replaces the clausethenReject and retry
    • Adds a separate obligationthenAccept
    • Unclear which clause survivesthenMark unresolved

  4. Run control, between rounds

    Another round?Yes or no, with a probability

    Between rounds

    Has any document of this contract changed since its register entries were last derived?

    Sees only: Document versions and dates for one contract, now and at last derivation

    Why: The rest of the register stands untouched.

    • Yes: 0.50 or higherthenContinue
    • Unsure: 0.20 up to 0.50thenContinue
    • No: below 0.20thenStop

  5. Accountable person, before anything is settled

    Person decidesYes or no, with a probability

    Before anything is reported as settled

    Is this entry inside or about to enter its notice window, so that renewing, terminating or serving notice must be decided?

    Sees only: The entry, today's date and the computed window

    Why: The contract owner decides; the swarm never serves a notice.

    Accountable: The contract owner decides whether to renew, terminate or serve notice; the swarm warns and never sends a notice.

    • Yes: 0.40 or higherthenAsk a person
    • Unsure: 0.15 up to 0.40thenAsk a person
    • No: below 0.15thenAccept

The fleet: who does what

Model tiers by role, not brands: you choose the models. Strong reasoning models plan and reconcile, small fast models do the wide work, and the judge is a decision model from a different family, so it does not share the workers' blind spots.

  1. Planner

    A strong reasoning model defines the obligation types to capture and how dates are computed from each kind of trigger.

    Decisions here:1. Scope check

  2. Workers

    Small fast workers from an open-weight family extract obligations from one contract and recheck it when its documents change.

    Designed for 10 to 300 agents, one worker task per one contract's dated and recurring obligations. Each worker receives only its own unit.

  3. Judge, from a different model family

    A decision model from a different family checks that each date and duty follows from the quoted clause.

    Decisions here:2. Evidence check

  4. Reconciler

    A strong reasoning model updates the register, marks superseded entries and queues upcoming deadlines per owner.

    Decisions here:3. Conflict check4. Another round?

  5. Accountable person

    The contract owner decides whether to renew, terminate or serve notice; the swarm warns and never sends a notice.

    Decisions here:5. Person decides

Checked before anything is accepted

  • Computed dates are recalculated in code from the quoted trigger and period
  • Each entry names the document version it was derived from
  • Amendments are checked for clauses they replace, not only ones they add
  • Ambiguous notice mechanics are flagged rather than given a single date

What comes back

  • Obligations register with clause, owner and next date
  • Upcoming notice windows and renewals per owner
  • Entries changed by a new amendment, old and new side by side
  • Contracts whose dates could not be computed

What to measure

  • Deadlines missed or renewals triggered unintentionally
  • Register entries corrected by contract managers
  • Time from amendment signature to updated register

Names of measures only. No result is claimed for this template.

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