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. This update 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.
- The AI Review Table
- Uploading Documents
- The Review Workflow
- Tenant COI Management Table
- Add New Coverage Set Form
- Edit Current Coverage Form
- Manual Coverage Review
- 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 some policy types were not identified
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
- Max 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:
- Compliance Check: Summary pills — e.g., EXPIRING SOON, NO CERTIFICATE HOLDER MATCH — surface the most important issues at a glance
- Certificate Holder subsection — if a Certificate Holder is configured at the site: shows either "Certificate Holder Does Not Match" (red diamond icon) or "Certificate Holder Matches" (green), with a two-column display of "Found In Document" vs "Correct Certificate Holder to Match"
- 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 result and Certificate Holder 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 (e.g., Construction, Cyber Liability) visible for manual addition
On approval, the extraction creates a new coverage version for the matched tenant or vendor, archiving 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.
Tenant COI Management Table
The Tenant COI Management table (COI Management > Tenant COIs) provides a property-wide view of all tenants' COI status.
Quick Stats tiles at the top: Tenants With COIs, Compliant and Active, Non-Compliant and Active, Expiring Next 60 Days, Expired, Tenants Missing Coverage — each showing count and percentage.
Table columns: Tenant, Expiry Date, Status, Compliance, Category, DBA Name, Object ID.
Status pills: ACTIVE (green), EXPIRING SOON (yellow), EXPIRED (red), NO COVERAGE (grey).
Compliance pills: COMPLIANT (green), NON-COMPLIANT (yellow/orange).
Coverage Versioning and the Tenant/Vendor COI Detail Page
The tenant and vendor COI detail page is the central hub for managing coverage. It displays status pills at the top of the page (e.g., NON-COMPLIANT, EXPIRED, CERTIFICATE HOLDER MATCH) and has the following tabs:
- Current Coverage — active coverage set, coverage items table, and documents
- Past Coverage — previous versions with compliance snapshots
- All Documents — all COI documents across all versions (count shown in tab)
- Coverage Requirements — coverage requirements configured for this tenant/vendor
- Notes — notes log (count shown in tab)
- Activity — activity log (count shown in tab)
Top-right action buttons: Set Coverage Requirements and Edit Tenant.
Within the Current Coverage tab, two buttons control coverage editing:
- Edit Current Coverage (pencil icon) — edits the existing version in place
- + New Coverage Set — creates a new version, archiving the existing one
Coverage items table columns: Policy Type, Per Occurrence, Aggregate, Status, Compliance, Holder Match, Effective Date, Expiry Date, Additional Insured, Created At, Updated At, AM Best Rating, Policy Number, Deductible, Object ID.
Compliance column values: COMPLIANT (green), NON-COMPLIANT (yellow/orange), WAIVED (dark pill), EXPIRED (red).
Holder Match column: YES (green) / NO (grey).
Additional Insured column: YES (green) / NO (grey).
Below the coverage items table, a Documents in Current Coverage Set section shows document thumbnails tagged "Current Coverage." A note on this section reads: "To add documents to the current coverage set, do so in Edit Current Coverage. General or older documents can also be managed in the All Documents tab."
Add New Coverage Set Form
Clicking + New Coverage Set opens the Add New Coverage Set form.
A yellow warning callout reads: "Existing coverage will be replaced — Creating this coverage set will replace existing coverage for this tenant. Previous coverage history will still be preserved and can be viewed on the tenant profile. To make edits or changes to existing coverage, go back and select 'Edit Current Coverage'."
The form contains:
- Tenant and Tenant Category (read-only context)
- Compliance requirements for the category (read-only reference)
- Document Upload — Upload Attachment button (max 35MB per file)
- Certificate Holder — "Do All Policies Match Certificate Holder?" dropdown (Yes / No / --); Required Certificate Holder shown as read-only reference text
- Check which policies apply — checkboxes per policy type; each checked policy expands to show Aggregate and Per Occurrence fields
Edit Current Coverage Form
Clicking Edit Current Coverage opens the Edit Current Coverage form.A blue info callout reads: "Editing Current Coverage — Note, if these changes are for a new policy or updated coverage period, it is recommended to go back and select 'Create Coverage Set'. This will preserve historical records and create a new set to be referenced."
The form has the same sections as Add New Coverage Set (Document Upload, Certificate Holder, Check which policies apply) but shows existing documents and pre-populated policy selections.
Manual Coverage Review
For cases where coverage is being entered or reviewed outside of the AI extraction flow, the manual coverage form (coi_4) provides the same fields and structure as the AI review form, including policy type checkboxes, Aggregate and Per Occurrence fields, Certificate Holder match, Additional Insured, and AM Best Rating.
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).
Match results appear across multiple surfaces:
- As a pill on the tenant/vendor COI detail page header (green CERTIFICATE HOLDER MATCH when matched)
- 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
- As a Holder Match column (YES/NO) on each coverage item in the Current Coverage table
- As a Do All Policies Match Certificate Holder? dropdown in both the Edit Current Coverage and Add New Coverage Set forms, with the Required Certificate Holder shown as read-only reference text beneath it
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