Using Definely Vault, you can search your firm's Document Management System (DMS) or your personal Vault folders to quickly find relevant clauses or definitions and insert them straight into your document, all without leaving Microsoft Word.
There are two ways to search for clauses within Definely Vault:
Keyword search: when you know the term or clause title you're looking for
Semantic search ("Find similar"): when you want Definely to find clauses that are contextually similar to one in your document
1. Keyword search
A keyword search is the quickest way to find a clause when you know what you're looking for. You can search for a keyword (for example "interest") or for a clause title.
How to run a keyword search
Open Definely Vault from the Definely ribbon in Word.
Enter your keyword or clause title in the search bar (for example, "Interest Clause").
Apply any filters you'd like to narrow your results, for example by author, date or party.
Review the list of matching clauses returned by Definely.
Understanding the result indicators
Definely displays helpful icons next to each result to help you identify the most relevant clauses at a glance:
Icon | What it means |
⚡ Blue lightning bolt | This clause is commonly used across your firm, a good indicator that it's a trusted, well-tested piece of drafting. |
Gold Definely "D" | This clause has been marked as gold standard by your firm, the preferred drafting position for this type of provision. |
2. Semantic search ("Find similar")
Sometimes you don't know the exact keyword to search for, or you want to find clauses that cover the same ground as one you're already drafting. That's where semantic search comes in.
Definely is able to interpret and contextualise the information within a clause, and pull up any similar clauses from your Vault, even if the wording is different.
How to run a semantic search
In your document, highlight the clause heading you'd like to find similar clauses for.
When highlighted you'll see a Find similar button appears, click that and;
Definely will analyse the highlighted text and return a list of contextually similar clauses from your Vault.
Top Tip: Semantic search is particularly useful when you're working in an unfamiliar area, or when a counterparty has used different terminology to describe a concept your firm typically drafts another way.
What's next: Inserting a clause
Once you've found the clause you need, you can insert it straight into your document. We'll walk through this in the next video / article.