What this service solves
Convert a recurring document family into structured records. The workflow checks the fields your team needs and routes uncertain results to a reviewer before the destination record is accepted. Staff can see the document and the fields that need their attention.
What you get
Document-to-record workflow
A repeatable path from one intake channel to one destination for records that pass the agreed checks.
Review queue
A visible place for missing or uncertain fields to be checked against the incoming file.
Sample acceptance report
A record of which samples passed, what required review, and where layout or scan quality affected the results.
What’s included
Ingest one file type
Accept the agreed file type and identify the incoming document so its processing state remains traceable.
Extract and validate specified fields
Extract the selected fields and test them against agreed definitions. Check required values, formats, and field relationships where the team can provide a reliable rule.
Send uncertain items for human review
Send uncertain values, unreadable files, and validation failures to a designated reviewer with the information needed to correct them.
How implementation works
Profile examples
Profile representative redacted files. Include a clean example, likely layout variations, and a difficult sample the current team can assess.
Build extraction and validation
Build extraction and validation for the selected fields and define the condition that moves a record into review.
Run reviewed samples and hand off
Run the reviewed sample set, capture results in the acceptance report, and show the assigned reviewer how to resolve an exception.
Technical considerations
- Field-level checks
- Keep extraction confidence separate from a business rule. A date or amount can be read clearly and still fail an agreed check. Use representative samples to set which issues the workflow can flag and what the reviewer should see.
- Review before write
- For each selected field, agree whether a missing or uncertain value prevents delivery. The handoff should let the reviewer compare that field with the approved source file and recognize the document in the intake channel.
Systems, inputs & prerequisites
Representative redacted files, a field dictionary, allowed accuracy thresholds, and a reviewer.
- Redacted sample files and a field dictionary describing the expected format, required values, and acceptable accuracy threshold.
- The destination record layout, an approved intake channel, and a person who can judge the expected results.
Starting scope & pricing
Base scope
One recurring document family, up to ten fields, one intake channel, and one destination.
Illustrative workflow
Read the form
Extract the agreed fields from the supported file layout.
Write a valid record
Send the record to the destination when the required checks pass.
Route to review
Show the reviewer the file and the field that was unreadable or inconsistent.
Validation & handover
- Compare extracted values with approved expected values from the sample set and record which checks passed or required review.
- Use one unreadable or inconsistent sample to verify that the reviewer receives the affected field and can locate the source document.
- Confirm that the accepted sample reaches the agreed destination with the required fields and the expected record format.
Limitations & possible extras
Limitations
Extraction quality depends on sample coverage, scan quality, and layout changes. Additional document families, OCR or model usage, and secure storage may need separate scoping.
Poor scans and layout drift affect extraction. Exceptions remain visible for review.
Possible extras
OCR or model usage, additional layouts, or secure storage.
Questions about this service
What happens when a field is unreadable?
Route the document to review with the affected field identified. The assigned reviewer can compare it with the file and decide whether to correct the value or ask for a better copy.
Why might a clearly scanned file still need review?
A readable value may fail the agreed business rules. A reference could have the wrong format or an amount could conflict with another field, even when both are easy to read.
Can we add a second document family after the first works?
Yes, through separate scoping. A different layout or field dictionary needs its own examples and acceptance checks before it can be relied on.
Do we need to provide samples with real customer information?
Use representative redacted files. Keep the layout and the field formats needed for testing, and agree on how the review team can verify the expected values.