Microsoft 365 now lets you create SharePoint agents: AI assistants that answer questions based on the content of a site, library or list. For contract management that is an obvious match: “What is the notice period in this contract?”, “Which of our framework agreements has a penalty clause?”, “Where do we deviate from our standard liability cap?” In Shareflex Contract you can put SharePoint agents to work in three ways – and there are a few limits to know before you start.
Three scopes for a contract agent
- An agent per contract file. The agent works in the context of one contract and answers questions about exactly that contract, including its attachments and amendments. Ideal for daily work: the account manager or buyer asks a question and gets an answer with a reference, instead of reading 40 pages.
- An agent per contract type. For example all framework agreements or all software licences. Useful to compare clauses, deadlines and patterns, and to check whether contracts follow your standards.
- An agent over all contracts. Research across all files and document types – a starting point for analysis and reporting, for example before a renegotiation round or an audit.
Know the limits
- One list per agent. An agent can use exactly one SharePoint list as its data source.
- List size. According to Microsoft’s documentation a list source is limited to about 20,000 items.
- Governance. One agent per contract file means many agents to maintain. That works for key contracts, less for thousands of small ones.
- Permissions apply. An agent only answers with content the user may see. That is a strength – provided your permissions are in order.
Good, better: where this is going
SharePoint agents are the fast, out-of-the-box way to start. For larger and more complex scenarios, custom agents built into Shareflex forms are on the roadmap – so the agent can follow the structure of your contract register rather than the limits of a single list.
Why structure still matters
An agent is only as good as the content behind it. Contract files that bundle the signed contract, amendments, correspondence and obligations, with clean metadata and the right permissions, give reliable answers. A folder full of drafts and duplicates does not. That is exactly what contract management software for SharePoint provides – see also why AI needs good document management.
Frequently asked questions
What is a SharePoint agent?
A SharePoint agent is an AI assistant in Microsoft 365 Copilot that answers questions based on selected SharePoint content, such as a site, library, list or file.
Can a SharePoint agent analyse contracts?
Yes. It can answer questions about one contract, compare clauses across a contract type or search across all contracts – within the permissions of the user and the limits of the data source.
What are the limitations of SharePoint agents?
One list per agent as a data source, a list size of about 20,000 items according to Microsoft, and extra governance when you create many agents. For complex scenarios custom agents in Shareflex are planned.
Do we need Microsoft 365 Copilot licences?
SharePoint agents are part of the Microsoft 365 Copilot offering; check the current Microsoft licensing for your tenant.
