[Feature Update May 2026] AI Summary - AI Document Summarization in the 1C:Document Management Digital Office System

AI Summary – AI-powered document summarization tools are being adopted by many medium and large businesses to handle the increasing volume of contracts and documents. Instead of reading the entire document, the system automatically extracts key content, warns of risks, and helps leaders make faster approval decisions.

This article by 1C Vietnam introduces the AI Summary feature – an AI document summarization tool integrated into the 1C:Document Management digital office system version 3.0. The content includes its operating mechanism, supported document types for summarization, and practical applications for different business departments.

1. What is the AI text summarization feature?

AI Summary is a feature integrated into the 1C:Document Management digital office system version 3.0, allowing users to quickly obtain summaries of the core content of large and complex files and documents.

Unlike other AI text summarization tools on the market, the AI Summary feature in the 1C:Document Management digital office system helps users synthesize information and summarize internal documents directly within a single system. Users do not need to manually convert text or copy and paste the content of the documents to be summarized through external software or tools.

2. What types of documents does the AI text summarization feature support?

The AI document summarizing assistant on the 1C:Document Management digital office system can handle large volumes of complex information and support summarizing the content of various types of incoming, outgoing, and internal documents within the enterprise, including:

• Contracts: Commercial contracts, employment contracts, contract addendums, etc.
• Legal documents/records: Regulatory documents, dispute files, confidentiality agreements, etc.
• Official document: Administrative correspondence, request or explanation letter.
• Minutes: Acceptance minutes, handover minutes, memorandum of understanding (MOU)...
• Reports: Financial reports, work reports, departmental performance reports.
• Meeting documents: Meeting minutes, group discussion transcripts, council resolutions, etc.

Supported document file formats include DOC/DOCX, XLS/XLSX, PDF, JPG, and PNG. Users can summarize PDF files using AI, synthesize content from spreadsheets, or summarize content from multi-format files without manual conversion.

3. Why choose the AI text summarization feature in the 1C:Document Management system?

In the context of the ever-increasing flow of business information, the AI Summary feature possesses outstanding advantages, comprehensively solving the operational challenges of medium and large enterprises.

3.1 AI delivers instant summary results

Instead of spending hours opening each file and reading each page of the contract before approval, management receives a concise AI-powered summary of the file's content with just one click.

The results are returned as a well-structured overview – including extracted data, key points, issues under consideration, conclusions, and recommendations – helping readers grasp the core content without having to read the entire original text.

3.2 AI summarizes the content of all types of text.

Users can upload all types of commonly used business documents (contracts, reports, minutes, certificates, official letters, legal files, etc.) in popular file formats: DOC/DOCX, XLS/XLSX, PDF, JPG, PNG.

Specifically, the system offers three AI models for users to choose the AI document summarization style suitable for each document type: 1CVN, Chat GPT, or Gemini.

3.3 Automatically generate summaries

Instead of opening each file to create a summary, users can enable the AI-powered feature to automatically generate text summaries for any document as soon as it's uploaded to the system.

Additionally, users can set an automatic update cycle for AI-powered document summaries based on a specific number of days, ensuring the summary always accurately reflects the content of the latest document version. This is particularly useful for contracts that frequently have appendices or amendments.

3.4. Optimizing the document processing workflow

Users can quickly create document summaries in three ways on the system, depending on the time and purpose of their work:

1. In the text tab: View a summary immediately upon opening the document, or select the specific attachment you want to view.
2. In the Incoming Tasks tab: View the attached document summary directly within the signing approval flow.
3. Within the file catalog: View summaries directly in the file catalog, supporting searching and filtering content by summary without having to open each document file.

3.5. Centralized Summary History Management

All summaries created for each document file are saved to the summary history, allowing users to easily retrieve them without having to recreate them using AI.

The document content is processed directly within the system. It is not transferred through external tools using personal accounts. This ensures that internal data is secured in accordance with the company's policies.

4. Applying AI text summarization features in office work.

AI Summary - The AI document summarization tool in the 1C:Document Management digital office system supports administrators in addressing many common tasks in the daily administrative document processing workflow: AI document summarization, AI meeting summarization, AI PDF file content summarization, document and file comparison, risk detection, solution proposal, recommendations, and comprehensive reports.

4.1 AI summarizes important documents

Faced with a large volume of complex and potentially risky documents such as economic contracts or legal files, managers often spend a significant amount of time reading through the entire content before making an approval decision.

The AI text summarization feature solves this problem by automatically extracting key information in a structured manner. For example, when a user requests a summary of the main points in an economic contract, depending on the level of detail in the summary request, the AI Summary feature on 1C Vietnam's Digital Office system will extract information including:

• Overview
• Purpose of the contract
• Parties involved
• Payment value
• Contract term
• Risk Clause
• Recommendations and suggestions

The summary results will be categorized by color, bold text, and visual alerts, helping readers immediately identify points to note without having to read the entire original text. Importantly, ifthe attached file changes or important attributes are updated (amount, partner, deadline, etc.), the system automatically disables the old summary and prompts for a new one to be created. This ensures that the information is always up-to-date and accurate.

4.2. AI compares documents and suggests solutions.

In reality, when participating in the approval process, departments face the risk of overlooking conflicting clauses or discrepancies in data when manually cross-checking information. Even a single inconsistency in documentation can lead to legal disputes or financial losses later on.

Beyond its conventional summarizing function, the AI Summary feature acts as an intelligent control layer to assist users:

• Automatically compares the information in the attached file with the data declared in the system, and provides immediate alerts when discrepancies arise that require verification.
• Identifying inconsistencies and risks in contracts: inconsistent clauses, penalties, fines, unilateral termination, potential legal loopholes, etc.
• Suggest a revised version addressing problematic points that need review.

All departments involved in the approval process can review and verify documents faster and with greater confidence. This is especially valuable for businesses that handle dozens to hundreds of contracts or payment transactions each month.

4.3. AI for statistical analysis and comprehensive reporting

For each reporting period, scattered data files make the manual compilation process lengthy and prone to errors. Departmental staff can spend days just extracting and compiling data from various formats, while management always receives reports later than the time needed for decision-making.

The AI document summarization feature on the 1C:Document Management system will:

• Automatically extract, process, and statistically analyze data from attached files.
• Present the results in a visually appealing chart along with key data.

From this, executives immediately have a comprehensive overview of the business's operational situation to make accurate and timely decisions. Personnel significantly reduce the time spent preparing reports and improve the quality of strategic decision-making based on real data.

5. How to use AI to summarize text on the 1C:Document Management system.

To better understand the application of AI in office work, 1C Vietnam guides users on configuring the system and accessing the AI Summary feature on the 1C:Document Management digital office system.

5.1 System Configuration

Step 1: Enable the AI Summary feature.

Go to Customize → Select Artificial Intelligence Settings → Enable Use AI Snippets mode

Step 2: Configure the AI Provider

Connect to the AI model provider (1C Vietnam / Chat GPT / Gemini) and enter the corresponding API key.

Step 3: Other settings

After enabling the AI text summarization feature, users can set up other information:

- Using the summary, declare AI information : Enable/disable the AI Summary function and declare the configuration information related to AI.

- Maximum file size : Specify the maximum file size allowed for the AI summarization function.

- Retention period for AI summary data: Specify the number of days the summary will be stored after the system generates it.

- Automatic AI generation: When this function is enabled, files uploaded to the system will be automatically summarized without requiring manual conversion by the user.

- Automatic AI summary update interval: Specify the cycle (number of days) during which the system will automatically generate a new summary for the document.

- AI Summary History Storage : When this feature is enabled, the system will save all summary creations for each file.

- AI Summary History Storage Period: Specify the storage period for document summaries on the system.

Step 4: Create a Prompt Template

Go to Categories → Select AI: User Prompt → Create custom prompt templates for each document type (Contracts, documents, minutes, etc.) or reuse existing prompt templates in the library.

5.2 Accessing and using the AI Summary feature

Step 1: Select the text you want to summarize.

On the main screen of the 1C:Document Management digital office system, users select the document file for which they want to receive a summary. This can be done from the Document tab.

• In the text tab: View a summary immediately upon opening the document, or select the specific attachment you want to view.
• In the Incoming Tasks tab: View the attached document summary directly within the signing approval flow.
• In the general file catalog: View summaries directly within the file catalog, supporting searching and filtering content by summary without having to open each document file.

For the summary, users can choose

- Let's summarize one file: Select the line containing the individual filename to get a summary of that file's contents. Click "Create" to begin writing the command.

- Get a summary of multiple files: Select the Text option to get a summary of the entire file including all attachments below. Click the AI Summary tab.

- Get the summary from the general document catalog:

Step 2: Write a prompt to receive the summary.

Users can choose from pre-existing prompts in the user prompt library or write their own custom commands. Then click "Send to AI ". Note thatthe more specific the request, the more detailed and accurate the results will be.

6. Benefits of using AI for text summarization

For senior and middle management

• Improve decision quality: Instead of approving based on manual summaries from subordinates, leaders proactively grasp the core content more accurately and with higher quality.
• Optimize approval processing time: Shorten document verification time within the approval process, especially for complex contracts and legal documents.
• Reduce the risk of missing critical information: AI identifies and instantly alerts leaders to risk points, unfavorable terms, and inaccurate data, enabling them to quickly identify problems and take timely corrective action.

With specialists in the professional departments

• Free up time spent on paperwork: Employees can focus on analysis and decision-making instead of manually reading, extracting, and synthesizing information.
• Effective interdepartmental coordination: All members involved in the approval flow read from the same consistent summary – avoiding misunderstandings and shortening communication and reciprocal confirmation time.
• Increased accuracy during verification: AI detects discrepancies between information declared on the system and the actual content in the document, helping specialists verify and address issues promptly before submission for approval.

Conclusion

As the volume of files, contracts, and internal documents continues to increase each year, businesses that apply AI to summarize documents in office work will have a distinct advantage in operational speed and decision-making quality.

The 1C:Document Management digital office system helps medium and large businesses not only meet the criteria of a modern, AI-integrated document management software but also "tailor" it to the specific operational characteristics of Vietnamese businesses. The solution is trusted by over 5,000 domestic and international businesses.

👉 Register for a demo of the AI Summary feature on the 1C:Document Management digital office system and leave your contact information to receive advice on a solution tailored to your business needs HERE.