{"source_id":"cove-51962740810388","company":"Cove","kind":"documentation","category":"documentation","title":"COI Extraction: AI Review","url":"https://support.cove.is/hc/en-us/articles/51962740810388-COI-Extraction-AI-Review","body":"COI intake previously required a lot of manual effort from reviewers: vendor and tenant matching was too strict and often failed on minor formatting differences. AI Review was built to cut down that repetitive work by loosening the matching logic, giving extracted policies a clear mapping path, and simplifying the validation and approval experience.\nCove's AI Extraction is a tool that allows building teams to upload ACORD 25 COI PDFs and have policy data automatically extracted and pre-populated for review. Rather than manually entering coverage details for each tenant or vendor, a building admin uploads documents, the system processes them using an AI extraction, and the results are presented in a structured review workflow where the admin can verify, correct, and approve the extracted data before it is written into the COI module.\nThis article covers uploading documents, reviewing an extraction, and mapping policy types. For how coverage sets are created, versioned, and edited once an extraction is approved, see Coverage Sets and Coverage Versioning.\nClick on a bullet below to jump to a specific section:\n\nThe AI Review Table\n\nUploading Documents\n\nThe Review Workflow\n\nPolicy Type Mapping\n\nCertificate Holder Configuration\n\nThe AI Review Table\nWhen AI Review is enabled, navigating to COI Management > AI Review opens the AI Review - COI Document Intake page. The page shows a count of documents needing review and a table with the following columns: Review (action button + trash/discard icon), Extracted Document (filename link), Status, Tenant/Vendor, Policies Found, Potential Issues, Date Uploaded, Object ID. The table is searchable by Object ID and supports Filter, Standard/Compact row density toggle, and pagination.\n\nStatus values:\n\nREADY (teal) — extraction is complete and ready for review\n\nPROCESSING — document is being processed\n\nPotential Issues values:\n\nNONE (green) — tenant/vendor was matched, and all policy types were identified\n\nISSUES FOUND (orange) — tenant/vendor was not matched, or one or more extracted policy names could not be matched to a Cove policy type\n\nWhen no tenant or vendor was matched, the Tenant/Vendor column displays \"None Found\" in red.\nEach row has a trash icon to discard the extraction and a Review button to enter the review flow. The table does not auto-refresh. Users must manually refresh to see updated statuses after uploading.\nUploading Documents\nClicking Upload COIs from the AI Review table opens the coveAI Assist - Document Extraction page.\n\nHelper text on this page confirms the constraints:\n\nMultiple files can be uploaded at once\n\nEach file must contain only one tenant or vendor\n\nMaximum file size: 35 MB per file\n\nA note callout states: \"Analysis might take multiple minutes to complete. Documents can then be reviewed and inputted in the AI Review area.\"\nFiles are attached via the Attach Documents button. Once files are attached, the Start Document Extraction button becomes active. Documents not in ACORD 25 format can still be processed but will be flagged during review.\nWhat fields are extracted per policy type\n\nCommercial General Liability: General Aggregate → Aggregate; Each Occurrence → Per Occurrence\n\nAutomobile Liability: Combined Single Limit → Aggregate; no Per Occurrence value\n\nUmbrella / Excess: Aggregate → Aggregate; Each Occurrence → Per Occurrence\n\nCustom policy questions (additional fields added by the building team) are not extracted. They appear in the review form for manual entry.\nThe Review Workflow\nClicking Review on any ready row opens the AI Assist - Document Approval page. The workflow has two views.\nView 1 — Summary (AI Assist - Document Approval)\nThis page shows:\nCompany Match section:\n\nName found in Document (extracted company name)\n\nVendor Or Tenant Select dropdown — pre-populated if a match was found; editable if not. Link to add a missing vendor or tenant if none exist.\n\nExtraction Summary section:\n\nCertificate Holder subsection — if a Certificate Holder is configured at the site: shows either \"Certificate Holder Does Not Match\" or \"Certificate Holder Matches\", with a two-column display of \"Found In Document\" vs \"Correct Certificate Holder to Match\"\n\nAdditional Insured — if the additional insured is not found, AI Review displays Additional Insured Not Found\n\nPolicy Types Matched — lists each matched policy type with its extracted amounts and compliance status (or \"No coverage category requirements set\" if no category is assigned)\nIssues section — \"No Issues\" (green checkmark) or a list of issues found\nAction buttons at the bottom: Discard Extraction and Save and Review Intake.\n\nView 2 — Document Side-by-Side (AI Assist - Document Approval)\nClicking Save and Review Intake advances to a full-page view with the ACORD 25 PDF on the left and an Extraction Summary panel on the right.\nThe right panel shows:\n\nFound Policy Types (each with extracted aggregate amount)\n\nExtracted Fields for Review section containing:\n\nCertificate Holder match dropdown — Yes / No — user can override\n\nAdditional Insured match dropdown — Yes / No — user can override\n\nPer policy type (expandable via checkbox): Aggregate, Per Occurrence, Effective Date, Expiration Date, Additional Insured (Yes/No dropdown), AM Best Rating\n\nUnchecked policy types (for example, Construction or Cyber Liability) visible for manual addition\n\nBefore submitting, use the Coverage Destination selector to choose which coverage period the certificate is saved to. See Coverage Sets and Coverage Versioning for the destination options and how Cove suggests one.\nOn approval and submit, the extraction saves the certificate to the selected coverage destination. When the destination is Current Coverage, the extraction creates a new coverage version for the matched tenant or vendor and archives any existing coverage as a past version.\nIf the document is not an ACORD 25: the user can still select a tenant or vendor, enter COI items manually, or simply attach the document without creating coverage items.\nPolicy Type Mapping\nCOI documents rarely use the same policy names as your Cove configuration. A carrier may list Comm’l General Liability, CGL, or General Liability — Occurrence Form for what your property has set up as a single policy type. Policy Type Mapping is how Cove reconciles the two.\nHow mapping works\nWhen an extracted policy name matches a name Cove has seen before, the correct policy type is applied automatically and no action is required. When the name is new, it appears in the Extracted Fields for Review panel with a Needs Mapping badge and a dropdown of the policy types configured for your property.\n\nSelecting a policy type does two things:\n\nApplies the policy type to the current extraction\n\nSaves the extracted name as a source name alias for that policy type\n\nThe mapping is saved once. On every future upload, any COI listing that same source name is mapped automatically — the Needs Mapping badge does not reappear and no reviewer action is needed.\nCorrecting a mapping\nMappings self-correct. If a source name is later mapped to a different policy type, the new selection overwrites the previous mapping. Coverage already approved under the previous mapping is not changed; the new mapping applies to subsequent uploads.\nReviewing saved mappings\nBuilding Managers and Building Admins can view all source name aliases associated with a policy type in COI Setup > Policy Types > Edit Policy Type.\nNotes\n\nMappings are saved per property and do not carry across sites.\n\nAn unmapped source name will not create a coverage item. Map it, or add the policy manually from the unchecked policy types list.\n\nCertificate Holder Configuration\nBuilding Admins configure a Certificate Holder string in COI Setup > General Setup. The extraction process compares the extracted certificate holder name and address against this string using a loose match (lowercased, spaces and special characters removed).\nWithin the review flow, match results appear in three places:\n\nAs a summary pill on View 1 of the review flow (NO CERTIFICATE HOLDER MATCH when not matched)\n\nAs a detailed two-column display (Found In Document vs. Correct Certificate Holder to Match) with a red diamond icon when not matched\n\nAs a Certificate Holder Match dropdown (Yes/No) in the Extracted Fields for Review panel on View 2, which the user can override before saving\n\nOnce coverage is saved, the match result also appears on the tenant or vendor COI detail page and in the coverage set forms. 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