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.
Cove'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.
This 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.
Click on a bullet below to jump to a specific section:
- The AI Review Table
- Uploading Documents
- The Review Workflow
- Policy Type Mapping
- Certificate Holder Configuration
The AI Review Table
When 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.
Status values:
- READY (teal) — extraction is complete and ready for review
- PROCESSING — document is being processed
Potential Issues values:
- NONE (green) — tenant/vendor was matched, and all policy types were identified
- ISSUES FOUND (orange) — tenant/vendor was not matched, or one or more extracted policy names could not be matched to a Cove policy type
When no tenant or vendor was matched, the Tenant/Vendor column displays "None Found" in red.
Each 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.
Uploading Documents
Clicking Upload COIs from the AI Review table opens the coveAI Assist - Document Extraction page.
Helper text on this page confirms the constraints:
- Multiple files can be uploaded at once
- Each file must contain only one tenant or vendor
- Maximum file size: 35 MB per file
A note callout states: "Analysis might take multiple minutes to complete. Documents can then be reviewed and inputted in the AI Review area."
Files 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.
What fields are extracted per policy type
- Commercial General Liability: General Aggregate → Aggregate; Each Occurrence → Per Occurrence
- Automobile Liability: Combined Single Limit → Aggregate; no Per Occurrence value
- Umbrella / Excess: Aggregate → Aggregate; Each Occurrence → Per Occurrence
Custom policy questions (additional fields added by the building team) are not extracted. They appear in the review form for manual entry.
The Review Workflow
Clicking Review on any ready row opens the AI Assist - Document Approval page. The workflow has two views.
View 1 — Summary (AI Assist - Document Approval)
This page shows:
Company Match section:
- Name found in Document (extracted company name)
- Vendor 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.
Extraction Summary section:
-
Certificate 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"
- Additional Insured — if the additional insured is not found, AI Review displays Additional Insured Not Found
Policy 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)
- Issues section — "No Issues" (green checkmark) or a list of issues found
Action buttons at the bottom: Discard Extraction and Save and Review Intake.
View 2 — Document Side-by-Side (AI Assist - Document Approval)
Clicking 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.
The right panel shows:
- Found Policy Types (each with extracted aggregate amount)
-
Extracted Fields for Review section containing:
- Certificate Holder match dropdown — Yes / No — user can override
- Additional Insured match dropdown — Yes / No — user can override
- Per policy type (expandable via checkbox): Aggregate, Per Occurrence, Effective Date, Expiration Date, Additional Insured (Yes/No dropdown), AM Best Rating
- Unchecked policy types (for example, Construction or Cyber Liability) visible for manual addition
Before 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.
On 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.
If 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.
Policy Type Mapping
COI 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.
How mapping works
When 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.
Selecting a policy type does two things:
- Applies the policy type to the current extraction
- Saves the extracted name as a source name alias for that policy type
The 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.
Correcting a mapping
Mappings 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.
Reviewing saved mappings
Building Managers and Building Admins can view all source name aliases associated with a policy type in COI Setup > Policy Types > Edit Policy Type.
Notes
- Mappings are saved per property and do not carry across sites.
- An unmapped source name will not create a coverage item. Map it, or add the policy manually from the unchecked policy types list.
Certificate Holder Configuration
Building 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).
Within the review flow, match results appear in three places:
- As a summary pill on View 1 of the review flow (NO CERTIFICATE HOLDER MATCH when not matched)
- As a detailed two-column display (Found In Document vs. Correct Certificate Holder to Match) with a red diamond icon when not matched
- As a Certificate Holder Match dropdown (Yes/No) in the Extracted Fields for Review panel on View 2, which the user can override before saving
Once coverage is saved, the match result also appears on the tenant or vendor COI detail page and in the coverage set forms. See Coverage Sets and Coverage Versioning.
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