MithraIf your senior living organization already keeps signed vendor contracts in SharePoint, the library can do more than store them. A configured library can hold executed agreements under permission controls and version history. Microsoft's document processing can extract contract fields, and reminder flows can email people ahead of a date. The real question is narrower: how do the correct, current commercial terms and community coverage from those agreements get into a renewal workflow that someone owns?
Mithra currently supports SharePoint. An operator can provide signed vendor contracts through a SharePoint contract folder, or directly, as native or scanned PDFs. Mithra extracts the terms that matter after signature: renewal terms, notice periods, cancel-by dates, pricing structures, and covered communities. Your team can then review them across the portfolio and community by community.
On this page
What SharePoint can already do
Microsoft documents a contract management approach in which a document processing model classifies contracts and extracts fields into library columns. It uses OCR for PDF and image files, and that route involves building the model from sample documents and testing it. Other Microsoft options exist and keep evolving, including document processing features that work inside SharePoint, some of which are moving into Copilot in SharePoint.
For reminders, where your organization has SharePoint Online and Power Automate, a flow can email someone a chosen number of days before the date in a library column. What's available to you depends on your tenant, licensing, and environment.
What the reminder is actually watching
A reminder flow watches one date column. It doesn't read the notice clause, so it's only as right as the date someone put in that column.
The agreement, file, and dates below are fictional.
| What the library showed | What the signed documents say |
|---|---|
| Linen_Agreement_FINAL_signed.pdf in a Corporate folder | Master agreement, plus Amendment No. 2 filed in one community's folder |
| Expiration column: Aug. 31, 2026 | Initial term ended Aug. 31, 2026; the agreement auto-renewed for 12 months, to Aug. 31, 2027 |
| Reminder: 30 days before expiration (Aug. 1, 2026) | Non-renewal notice must be received 60 calendar days before term end, so the 2026 window closed July 2, 2026 |
| No community listed | Exhibit A, as amended, covers five communities |
The reminder did its job. It watched the wrong date.
For the current term, the record needs a few distinct kinds of information:
| Field | Kind of information | Example |
|---|---|---|
| Current term end | From the signed documents | Aug. 31, 2027 |
| Notice rule and source | From the signed documents | Received 60 calendar days before term end; master agreement read with Amendment No. 2 |
| Cancel-by date | Calculated, then checked against the clause | July 2, 2027 |
| Communities covered | From the signed documents | Five, per Exhibit A as amended |
| Internal review date | Your plan | April 1, 2027 |
| Decision owner | Your plan | A named person |
If you use a reminder flow, point it at the internal review date, planned backward from the checked cancel-by date, rather than at the expiration column. Then the email arrives while there's still time to decide and deliver notice. The field names here describe information, not specific columns in Microsoft or Mithra.
The work that's left, whichever tools you use
Vendor contracts arrive on the vendor's own templates. The renewal term might sit in the master agreement, the notice period in a later amendment, and the community list in an exhibit filed in another folder. Some pages are clean digital PDFs and others are scans. Extraction helps, but someone still has to confirm that the result reflects the complete current signed set. That means checking each deadline against its clause, recording which communities each agreement covers, and naming a person to review and act on each upcoming decision.
How Mithra works with a SharePoint contract folder
- Agree on scope. Your team and Mithra agree on which folder and which signed documents are in scope, and how access will be arranged for your environment. Contracts can also be provided directly.
- Extract the terms. Mithra reads native and scanned PDFs and extracts renewal terms, notice periods, cancel-by dates, pricing structures, covered communities, and obligations.
- Check the findings. Your team reviews what was extracted, especially community coverage and anything unclear or incomplete in the documents.
- Review renewal exposure. See upcoming deadlines across the portfolio and for each community.
- Decide and act. Your team decides whether to renew, renegotiate, rebid, or send notice, and carries out that decision.
Choosing between a SharePoint setup and Mithra
| Maintained SharePoint setup | Mithra | |
|---|---|---|
| Where terms come from | Entered by your team, or extracted by Microsoft document processing you set up, test, and check | Extracted by Mithra from the signed contracts you provide; checked by your team |
| Community coverage | Columns or folder structure you design and maintain | Covered communities extracted, with community-level views |
| Reminders | Flows you build on date columns | Renewal alerts before renewal deadlines |
| What your team maintains | Columns, extraction, and flows, plus current contracts, review, and decisions | Current contracts and amendments through the agreed process, plus review and decisions |
A maintained SharePoint setup can be enough. It may be all you need if:
- your vendor paper is fairly consistent
- the agreement count is manageable
- someone has the time to maintain the columns, extraction, flows, and checking
Mithra is built for multi-community senior living operators whose signed agreements arrive on many vendor templates and include scans. It focuses on an operating view of those contracts across communities. Either way, your team keeps the contract set current, checks what's extracted, and owns the decisions. The difference is whether you also build and run the extraction and reminder setup yourselves.
Test either route on one agreement
Before you rely on either route, run one representative agreement through it. Ideally choose a scanned agreement with an amendment that covers several communities. Compare the result to the source:
- Does the term end reflect the current term?
- Does the notice rule reflect the amendment?
- Was the cancel-by date checked against the clause?
- Are the communities right?
- What was flagged as uncertain?
- Who owns the next action?
If a date can't be traced back to the clause that sets it, it isn't ready to drive a reminder.
Questions to settle before connecting a folder
- Scope. Which folder, and which documents in it, count as the signed set? How will drafts and duplicate copies be handled?
- Checking. Who reviews uncertain terms and community coverage, and who decides when a document is incomplete?
- Ownership. Who owns each upcoming deadline and the decision that goes with it?
- New documents. When an agreement or amendment is signed, how will it reach the agreed folder or be provided, and who confirms it has been reviewed?
- Access. How will access be arranged with your IT team?
See what your folder holds
If your contracts are already in SharePoint, a useful first step is to find out what they say. Request a free Contract Visibility Audit to see renewal dates, notice periods, expirations, cancel-by dates, and covered communities. What you do with those findings is your team's call.