Intelligent Filer
Using the power of AI to categorize and name scanned documents automatically
Project Duration: 24 MONTHS, JAN 2022 TO JAN 2024
Custom Web Application Development
Discover how Findan Software worked with Xerox to transform document filing into an automated process, saving workers thousands of hours.
The client
Xerox — a leading provider of document-related technology and services
From Palo Alto to Prague, Xerox is known as a leader in developing and commercializing innovative technologies in the printing, photocopying and document management space. Since 2018, Findan Software has helped fuel this innovation by working with the Xerox team to deliver a wide variety of applications for Xerox and its clients.
The Xerox® Intelligent Filer app represents the next generation of Xerox apps. Gone are the days of manually naming and filing scanned documents. Intelligent Filer turns this process into a smooth operation as files are automatically categorized and named following a chosen naming structure. The app also presents the user with a suggested filing location and integrates with popular cloud platforms like Microsoft SharePoint and Google Drive.
This helps eliminate mislabeling, inaccurate filing, frustration and wasted time as workers try to track down a scanned contract or agreement. Intelligent Filer offers a more efficient and cost-effective way to manage documents, enabling your team to track down documents in minutes instead of hours.
The obstacle
An automated filing system
Nobody enjoys filing or searching for that document that “should be here somewhere,” yet it’s part of working in a modern digital environment.
No matter the industry, most businesses have files they need to scan and store for use at a later date, be it a contract, delivery notes, company policy or a PPO. And the process, especially if it involves multiple documents, is usually riddled with errors as busy workers accidentally mislabel and misfile documents.
Indeed, a global study by ABBYY found that approximately 24% of workers lose up to one workday per week searching documents and looking for information they need to assist their customers. That’s a lot of hours!
All that lost time impacts the bottom line, business performance, team morale and customer relationships.
The opportunity
Fewer errors, faster workflows, happier teams (and customers!)
As we move further into the 21st century, teams are handling more data than ever before. The process of filing scanned documents can be unstructured, messy and confusing. With Xerox’s commitment to innovation and Findan Software’s ability to find adventurous solutions to challenging problems, there was scope to revolutionize how documents are filed.
Utilizing the emerging power of AI, a new workplace assistant and a cutting-edge scanning app was born. The manual naming and filing of scanned documents was prone to errors and guesswork. Intelligent Filer creates a more efficient, streamlined and polished document management process.
The development of Intelligent Filer took roughly 24 months to complete, with 12 months of planning and 12 months of development time. It took a lot of time to create but is sure to save workers the same amount of time many times over.
The Xerox® Intelligent Filer app performs three key functions:
- It reads a document to determine and assess its appropriate category (is it a bill, agreement, statement, etc.?)
- From there, it will suggest an appropriate folder in the user’s cloud platform (Microsoft SharePoint, Google Drive, etc.)
- Based on an organization’s pre-defined naming protocol, data will be extracted from the document for file naming before being uploaded to the user’s cloud platform. The document will then be filed with an accurate and appropriate name.
Ultimately, this means teams spend less time trying to track down documents and more time serving customers. Intelligent Filer leads to fewer errors, faster workflows and happier teams — not to mention happier customers!
The Summit
Harnessing the power of AI to save workers time
In our fast-paced world, most people wish they had just a bit more time in their day. Intelligent Filer offers just that.
Having to manually name a document and find a place to put it is a piece of cake if you’re dealing with a single document, but over a week, a month, or a year, many organizations are dealing with thousands of documents. Trying to track these documents down after the fact can be challenging, but not anymore.
Intelligent Filer offers the prospect of saving workers up to one entire workday per week, saving staff time and stress and improving the bottom line for organizations.
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Richard Rd. SW
Calgary, AB T3E 6L1