This bot is available for free, and its usage does not consume credits. For more information about credit usage, refer to this article.
General
This bot allows you to easily retrieve data from PDF files that users upload as attachments to your workflow and populate your documents with the extracted data in seconds. This process is implemented via Optical Character Recognition (OCR) and allows to convert text from scanned PDF documents to a machine-readable text.
No need to transfer data manually. In combination with other bots, the recognized data can then be transferred to the CRM of your choice.
Use case example: A company is hiring freelance drivers and needs to receive their personal data for preparing employment documents and invoices. Once a driver uploads their driver’s license, the system will recognize the data (such as driver’s name, driver’s license ID, expiration date, class, etc.) and extract it for pre-filling to your form.
How to set up
When the bot runs by default:
The AI Data Extraction bot activates in the following cases:
when the step that added the attachment switches between documents during one filling session;
when the step that the bot was added to initiates the filling session (for cases when there are several steps in the workflow)
Note: For the bot to activate, the attachment request form must be added before the documents you intend to pre-fill.
Tip: To request user attachments, you’ll need to add the corresponding form to your workflow. For example, a document request form, a document placeholder form, or a web form with the Attachment request widget.
In our example, we have two steps, an Employee/Tom Depp and HR manager, where the Data extraction bot is installed for the HR manager step. The Employee only needs to upload the attachment. Then, the HR manager will start the filling session and the documents will be pre-filled with the extracted data. Once the populated data is checked, the pre-filled document will then be sent to the Employee for signing.
Add the bot in the step settings (HR manager in the current example) by switching to the Bots tab. Then, select Add bot to step.
Search for the Data extraction bot. Then, install the bot to your workflow by clicking the corresponding button.
Action settings:
In the Select documents and map fields section, select the form type you will use to request user attachments.
Then, map the recognized data from the uploaded attachment to the document fields you need to populate. Field mapping means connecting recognized data to corresponding document fields.
Note: Extracting data from single-line fields is only possible. Data extraction from table columns will be implemented in later bot versions.
To map fields, fill in the keywords the system will use to recognize the data.
For example, you need to pre-fill the invoice number from the attachment with the respective field in your document. In this case, enter the Invoice number in the Extract value column and then select the corresponding field in your document to complete the mapping.
Tip: To enable handwritten text extraction, go to the bot's Advanced settings and check the Extract handwritten text box. This will allow the bot to capture both printed and handwritten text from uploaded documents.
Conditions
Define conditions for the bot to activate exactly as you need. When not defined, the bot will activate according to the default triggers (when the step that added the attachment switches between documents during one filling session, or when the step that the bot was added to initiates the filling session).
Best practices: For the bot to activate, ensure the field for requesting attachments is not empty.
Advanced settings
In this section, you can set additional bot configurations:
Determine how often the bot will run
Decide what to do with a revision if the bot fails
Add tags to your document to easily locate it
Learn more about adjusting Advanced settings in this article.