How to instantly check defined terms

Defined terms are critical in contracts, ensuring clarity and consistency across legal agreements. However, manually verifying these terms—checking capitalization, ensuring correct references, and identifying undefined terms—can be time-consuming and prone to human error.

Robin AI’s Check Defined Terms feature automates this process, helping legal teams quickly identify and correct inconsistencies, reducing risk, and improving accuracy. Integrated into Robin AI’s Legal AI Assistant under the Actions tab in Microsoft Word, this tool allows lawyers to conduct faster, more reliable contract reviews—all without leaving their workflow.

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1. Why Defined Terms Matter

Defined terms help ensure legal precision by assigning specific meanings to key words and phrases within a contract. Errors in defined terms—such as inconsistent usage, incorrect capitalization, or missing definitions—can lead to confusion, disputes, and enforceability issues.

Traditionally, reviewing defined terms requires manually searching through the contract, often using “Control + F” or scrolling back and forth between sections. This method is tedious, inefficient, and increases the likelihood of missing inconsistencies.

Robin AI’s Check Defined Terms feature eliminates this manual work by automatically surfacing all defined terms, highlighting potential issues, and suggesting corrections.

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2. Why Use Robin AI for Defined Terms?

Robin AI’s Check Defined Terms feature transforms the contract review process by eliminating the need for manual searching and verification, allowing legal teams to:

• Save time by automating term validation.
• Reduce errors by ensuring consistent formatting and capitalization.
• Improve accuracy with AI-powered term detection and correction.
• Work efficiently within Microsoft Word, without switching between tools.

By integrating Check Defined Terms into your contract review workflow, you can ensure greater precision, improve contract readability, and mitigate legal risks—all while freeing up time for high-value legal work.

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3. How the Check Defined Terms Feature Works

Robin AI’s Check Defined Terms feature helps legal teams:

• Identify Defined Terms – The tool automatically detects all defined terms in the contract.
• Check for Inconsistencies – Flags incorrect capitalization, undefined terms, and formatting mismatches.
• Suggest Corrections – AI-generated recommendations help ensure all defined terms are properly formatted and aligned.
• Provide Full Control – Users can accept or dismiss AI suggestions to maintain oversight over contract edits.
• Seamlessly Integrate into Microsoft Word – Accessible under the Actions tab in Robin AI’s Legal AI Assistant, allowing for real-time contract review without leaving Word.

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4. How to Use Check Defined Terms in Robin AI

Step 1: Open Your Contract in Microsoft Word

Ensure your document is open in Word and that Robin AI’s Legal AI Assistant is active.

Step 2: Run Check Defined Terms

• Navigate to the Actions tab in the Robin AI sidebar.
• Click Check Defined Terms to initiate the review.

Step 3: Review Suggested Corrections

• Confirm Consistency: Check that all defined terms follow the correct formatting and capitalization.
• Identify Undefined Terms: Ensure every defined term is used correctly and is referenced in the contract.
• Apply or Dismiss AI Suggestions: Review AI-generated recommendations and accept or modify them as needed.

Step 4: Finalize Your Contract Review

Once the suggested corrections are applied, finalize your contract knowing that all defined terms are properly structured and consistent throughout.

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5. Best Practices for Reviewing Defined Terms

✔ Run Check Defined Terms Early – Use the feature at the beginning of the contract review process to catch errors before they become issues.

✔ Use Answer Previews to Validate Suggestions – Review AI-generated outputs before applying changes to ensure they align with your legal requirements.

✔ Incorporate the Tool into Your Workflow – Make Check Defined Terms a standard part of your legal review process to ensure consistency across all contracts.

✔ Verify AI Outputs Using Citations – Clickable citations allow you to check the source text and confirm AI recommendations before making final edits.

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