The Importance of Combining Intelligent Document Management with Low-Code Software
Blog: Auraportal Blog
Combining intelligent document management with a low-code platform will help companies to significantly improve efficiency and productivity, as all their processes and applications involving any type of documentation will be optimized.
Companies work with different types of
documents: invoices, contracts, payroll, accounting documents, quality
management, occupational risk prevention, time recording, etc. Companies need
to organize and store these documents for different purposes: payment vouchers,
receipt or dispatch of goods, legal issues, etc.
Often, these documents are received in
paper format and it is necessary to file them digitally or make a note in our
computer system of the physical location of the document.
Many companies still carry out these procedures manually, or at best use optical character recognition (OCR). Unfortunately, both strategies are costly and time-consuming, and generally create bottlenecks.
I strongly believe that there is a better
way to solve this problem! The solution is to combine various technologies such
as low-code software and artificial intelligence.
Document management today
As mentioned previously, in all companies
there comes a moment when they must input a file in the computer system, and
most of the time it is done manually. Admittedly, some companies may argue that
they do not receive enough documentation to merit change, but we can all agree
that assigning a routine task to a person can increase the risk of errors. If
we are talking about managing a high volume of documents, this is completely
Some companies have tried to solve this
problem by using OCR, but this system also has some disadvantages associated
with the quality and resolution of the images:
- Damaged original documents.
- Blurred or unclear handwriting.
- Low image resolution.
- Stains or transparencies on the paper.
- Unusual typography.
- Document dimensions.
Taking document management one step further
Automating a document
management process, especially if we are dealing with large quantities of
- Classifying incoming documents, extracting the data, and storing it in a database in a structured manner.
- A team of people to receive and solve the incidents that are reported during the automatic data extraction process.
- A user interface to validate and combine the information.
From a technical perspective, we realize
that we are talking about digitalizing all the above factors. Therefore, we will
need a platform that can generate new applications in an agile way and has the
capacity to integrate with other technological solutions.
It is true that integration with OCR could
make our work easier, but there are already other technologies related to
artificial intelligence that can contribute in a more significant manner.
Today, it is already possible to use
natural language and machine learning technologies to help classify and extract
information from documents. Machine learning services can understand our
documents as key/value pairs (Invoice No.: 19562887), so they are able to
interpret the different types of documents better than OCR.
However, machine learning is just one piece
of the puzzle and can be an enabler within our workflow. When we design our
process with application development software, we must consider that this
automation may cause incidents that will need to be resolved by the team. In
addition, we should leverage each incident by reporting feedback for our
automatic learning system.
In most cases,
the process of data extraction and classification is only the tip of the
iceberg, as there may be many more steps before and after the document
management process. In conclusion, a low-code tool like AuraPortal proves
invaluable for the end-to-end automation as it empowers companies to easily implement
all the necessary processes and applications in an agile way, and seamlessly
integrates with other tools like RPA, ERP, etc.
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