Digital transformation has made it imperative for businesses to handle and process vast amounts of documents effectively. Document classification—the process of organizing documents into predefined categories—has become a cornerstone of modern document management workflows.

Our workflow automation software combined with the power of artificial intelligence (AI), offers a robust and efficient solution for automating document classification and storage into a Document Management System (DMS). We share how AI extracts information from documents, how our decision tables classify these documents, and how the entire workflow seamlessly integrates with a DMS.

How AI Supports Document Information Extraction

Artificial intelligence has revolutionized the way information is extracted from unstructured data. AI-driven solutions leverage natural language processing (NLP), optical character recognition (OCR), and machine learning (ML) to process documents with high accuracy.

Key Steps in AI-Based Information Extraction:

1. Document Digitization: Scanned images, PDFs, or other unstructured files are converted into machine-readable formats using OCR. This step ensures that every piece of text within the document becomes accessible for analysis.
2. Content Parsing: AI models parse the document’s content to identify relevant sections, headings, and data fields. For instance, an invoice might have fields such as "Invoice Number," "Date," "Total Amount," and "Vendor Name."
3. Data Extraction: Machine learning models are trained to extract structured information from the document. Pre-trained models can recognize and extract specific data points such as dates, monetary values, names, or addresses with high precision.
4. Validation and Error Handling: AI systems validate extracted data against pre-defined rules. For example, an extracted date can be cross-checked against valid formats or specified time ranges.
5. Integration with FlowWright: Once the data is extracted, it’s forwarded to FlowWright’s workflow engine for further processing and classification.

Classification with FlowWright’s Decision Tables

Our decision tables provide a powerful mechanism to classify documents based on their content. A decision table is essentially a matrix that maps conditions to actions, enabling businesses to handle even the most complex classification scenarios with ease.

How FlowWright's Workflow Decision Tables Work:

1. Defining Classification Rules: Decision tables are configured with classification rules based on extracted document metadata. For example, rules might categorize documents as "Invoice," "Contract," "Purchase Order," or "Policy" based on keywords, extracted fields, or file types.
2. Condition Evaluation: FlowWright evaluates the decision table against the extracted data. Conditions such as "If Document Type = Invoice and Amount > $10,000" can be defined to trigger specific actions.
3. Dynamic Updates: The decision tables are dynamic and can be updated as business needs evolve, ensuring long-term flexibility and scalability.
4. Classification Output: Based on the evaluation, FlowWright assigns a category to the document. This classification determines the next steps in the workflow.

Workflow Automation and Integration with a DMS

Once the document is classified, workflow engine ensures that it is routed and stored appropriately in the Document Management System (DMS). Here’s how the process unfolds:

1. Routing Documents to the Appropriate Folder:

Based on the classification results, FlowWright automatically determines where the document should be stored in the DMS. For example:

• Invoices might be routed to an “Accounts Payable” folder.
• Contracts could be stored in a “Legal” repository.
• Policies may go into a “Compliance” section.

2. Applying Metadata:

Metadata such as "Document Type," "Date," "Department," or "Project Name" is automatically assigned to each document. This metadata facilitates quick searches and ensures compliance with organizational standards.

3. Notifications and Approvals:

If a document requires human intervention, such as an approval or review, FlowWright triggers notifications to the relevant stakeholders. For example, a contract exceeding $100,000 might require managerial approval before being archived.

4. Seamless DMS Integration:

FlowWright integrates seamlessly with leading DMS platforms like SharePoint, OpenText, and custom-built systems. Through REST APIs or other connectors, documents are uploaded securely, ensuring data integrity and accessibility.

5. Audit and Compliance:

Every step in the workflow is logged for auditing purposes. FlowWright’s comprehensive reporting ensures compliance with industry regulations like GDPR, HIPAA, or ISO standards.

Benefits of Document Classification with AI

1. Enhanced Accuracy:

AI minimizes errors in data extraction and classification, ensuring that documents are processed with precision.

2. Speed and Scalability:

Automated workflows handle thousands of documents in minutes, enabling businesses to scale their operations effortlessly.

3. Cost Efficiency:

By reducing manual intervention, organizations save time and resources that can be redirected toward strategic initiatives.

4. Improved Compliance:

Automated classification and DMS integration ensure that documents are stored and managed in alignment with regulatory requirements.

5. Better Decision-Making:

Centralized and well-organized documents empower stakeholders to access information quickly, facilitating informed decisions.

Examples of Automating Invoice Processing

Let’s take a practical example to illustrate the power of FlowWright and AI in document classification:

Example:

A company receives hundreds of invoices daily from multiple vendors in different formats (PDF, scanned images, and emails).

Solution:

1. AI Extraction: AI extracts key information like Invoice Number, Vendor Name, Date, and Amount from each invoice.
2. Classification with FlowWright: Decision tables classify invoices based on predefined rules:

• If the vendor is “Vendor A” and the amount exceeds $5,000, route to "Manager Approval."
• Otherwise, assign to the "Accounts Payable" workflow.

1. DMS Integration: Classified invoices are stored in a DMS folder structure under "2025 > Invoices > Vendor A."
2. Notifications and Reporting: Managers are notified of pending approvals, and weekly reports track processing times and bottlenecks.

Outcome:

The company processes invoices 5x faster, reduces errors by 90%, and ensures compliance with financial regulations.

Document classification using FlowWright and AI represents the future of efficient and intelligent document management. By leveraging AI for data extraction and FlowWright’s decision tables for classification, businesses can automate complex workflows, enhance accuracy, and integrate seamlessly with their DMS. This combination not only saves time and resources but also empowers organizations to focus on strategic growth initiatives.

By combining AI, machine learning, and advanced workflow automation, FlowWright AI enables businesses to operate at peak efficiency while remaining agile and innovative. Ready to see our AI tools in action? Schedule a demo to explore its features and discover how it can transform your organization’s workflow automation journey.