Solution 04 · Document & Knowledge Automation
Get the useful information out of your documents, with the source shown.
Document intake, classification and extraction, plus grounded search across your own documents, with source citations and a review step.
The business problem
What this solves
Important information sits in contracts, reports, forms and guides that are slow to read and hard to search. Staff re-read the same documents to answer the same questions.
Data trapped in PDFs and scans rarely reaches the systems that need it, or it reaches them through manual retyping.
Who it is for
A good fit when
- Teams whose answers depend on long or numerous documents
- Organizations processing a steady flow of similar forms or files
- Anyone who needs extracted data checked before it is used
Scope
What the solution can automate
Document intake
Files collected from email, uploads or shared folders into one queue.
Classification
Documents sorted by type so each one follows the right process.
Information extraction
Named fields pulled into a structured format, with confidence levels.
Knowledge search
Questions answered from your documents, with the passage it came from.
Internal document assistance
Help locating the right policy, template or reference quickly.
Structured summaries
Consistent summaries of long documents in a format your team agrees.
Illustrative workflow
How it could work
A representative design, not a delivered project. Real workflows are shaped during the assessment around your tools and approval rules.
- Trigger
- AI-assisted
- Automated
- Human checkpoint
- Outcome
A business document turned into structured information
A sample document, such as an agreement or application form, arrives for processing.
- Step 1, TriggerDocument receivedA file arrives by email, upload or shared folder.
- Step 2, AI-assistedClassifiedThe document type is identified so the right fields are expected.
- Step 3, AI-assistedFields extractedKey details are extracted with a confidence level for each.
- Step 4, Human checkpointReview queueLow-confidence or missing fields are checked by a person.
- Step 5, AutomatedWritten to systemsApproved data is written to the target system or spreadsheet.
- Step 6, OutcomeStructured recordA structured record with a link back to the source document.
Illustrative examples by sector
- Real estate · illustrative
Key dates and terms extracted from lease documents into a review table before reaching the CRM.
- Hospitality · illustrative
Staff questions about procedures answered from the operations manual, with the page cited.
- Professional services · illustrative
Incoming application forms checked for missing fields before a person reviews them.
Potential integrations
Connects with the tools you already use
- Document sources
- Shared drives, email attachments, upload forms
- Knowledge
- Internal wikis and knowledge bases
- Destinations
- Spreadsheets, databases, CRM or case records
Feasibility depends on each tool’s API and plan. We confirm this before proposing a design.
Human oversight and safeguards
What stays under your control
- Answers cite the document and passage they came from.
- When the documents do not contain an answer, the system says so instead of guessing.
- Extracted data passes a review step before it is written anywhere important.
- Access rules limit who can search which documents.
Delivery considerations
What to know before starting
Document quality
Poor scans and handwriting reduce accuracy. We test on a representative sample first.
Sensitive content
We agree where documents are processed and stored, and which model providers are acceptable, before work starts.
Measured accuracy
We report accuracy on your own sample documents and keep human review where it is needed.
Scope, timeline and pricing are set in a written proposal after the workflow assessment. We do not quote fixed prices or guarantee savings in advance. See how we work.
Demonstration status
Demonstration
A recorded demonstration for this service has not been published yet. We are happy to walk through the workflow above in relation to your process.
Questions
Common questions
Will our documents be used to train AI models?
We select providers and settings that do not train on your data, and we confirm the terms with you before processing any documents.
How accurate is the extraction?
It depends on the documents. We measure it on a sample of yours and design the review step around the results.
Discuss documents & knowledge for your business
Tell us how the work is done today. The enquiry form opens with Document & Knowledge Automation already selected.