A.I. - Not Sci-fi Any More - Speed up your office today!
How long does it take for paperwork to move around in your office? Look around you now – how much paper is on your desk, waiting to be worked through? What about your colleagues around you? Maybe they have the same amount more or less on their desks, or maybe you’re waiting on something from them or vice-versa?
Did you know that you can make all of this paperwork disappear into an automated system which does 99% of the work for you, faster than any human could possibly do, leaving you free to concentrate on the more important things which you do?
Print Logic, leaders in Print Management and Digital Workflow in the North West and Birmingham, are experts in helping businesses in the logistics sector optimize and speed up their paper workflow, turning it into a simple automated process which can see work which normally takes days or weeks completed in a few minutes.
Artificial Intelligence Triggers
Let’s say an invoice needs to be processed right now in your office. What happens? It’s probably given to a member of the accounts team who will add it into a queue of tasks which they’re working through. After a certain amount of time has passed the invoice will be processed, and then scanned in at the copier before being manually added to the accounts team’s Enterprise Resource Planning (ERP) system, such as Xero or Sage.
All in all, it’s taken as long as it has to reach your desk, plus the time it was with you until you handed it to the accounts team. Then it took them all that extra time to process the invoice and add it onto their system. Usually, this process takes anywhere from a few hours to a few days.
Let’s look at this invoice example again, but with Print Logic’s Artificial Intelligence automation set up in your office, what do you need to do? Not that much really. There are many things that can trigger an automated workflow, you could walk over to the copier with a stack of documents you need to scan in, including the invoice, and press the ‘scan’ button. You might choose to have an email folder monitored, as the smart A.I. can recognise different types of incoming documents independently, saving even more time!
Automate Digital Workflows, Save Time
Now, imagine if all of the organising, processing and sorting of every document scanned in to your copier could be automatically identified, then digitally converted and passed on to the appropriate destination in your system or storage. That’s what’s possible with Artificial Intelligence. It will also pull out all of the important information (which is defined by you) on any document before placing it into the correct location on your CRM, CMS or ERP (whatever that is, it’s compatible with basically anything).
Using bespoke workflows implemented by one of Print Logic’s digital workflow experts, a specific patch can be created for every type of document with an infinite number of variables. An invoice, for example, can come into your inbox, then be in your accountants Sage system within 5 seconds. They’ll get a notification that something needs to be paid, and within a few minutes the invoice is processed, paid and logged away.
You can also set up specific circumstances, rules and paths for every document. Let’s say that all invoices over £5000 need to be approved by an accounts team leader. The system will recognise this immediately and route it to the correct person, saving time that is normally spent sorting through each file individually by hand.
Organisation is king
With any business there are so called ‘legacy’ storage systems, documents and files which have naturally been changed from or upgraded past over the years. You might have files in a cabinet in the corner of the office and some on your cloud storage. You might also have random pdf’s waiting to get sorted through on your desktop, as well as that ‘important docs’ folder on your hard drive.
Everyone has something like this, but it’s not the most organised way to keep things, nor is it going to be acceptable in the new climate of security and data protection legislations (GDPR) we live in.
This level of organization does have an effect on how quickly you can retrieve your data too. Say your boss comes to you and asks to see a shipment record from a few years ago. They might only have a small amount of details for you to get started on, so let’s say that it was for 2 boxes of a customers’ products from 12 years ago for a shipment sent to Glasgow. Where do you start? 12 years ago the company was still using filing cabinets, and you weren’t even working there! You know it would have been scanned in 5 years ago when the company backed up their files, but to which folder, and on what drive on who’s machine? The options are huge!
Luckily the same smart A.i. we’ve already spoken about can help. With a single unified platform, all documents are identified, sorted, uploaded and stored in the exact same way every single time. It does this with 100% accuracy, and thanks to the ability to work through bespoke digital workflows, you know that documents are only accessible by those who are meant to see them, making it secure. As all files are properly oragnised automatically without any human intervention, everything is easy to find.
Imagine the same scenario, but you’ve organised your current and legacy documents with the smart A.I., all you need to do is look back through the records of shipments sent to Glasgow from 12 years ago by the customer in question – easy! This speeds up your effectiveness as a business, makes things more secure, and makes sure that all information is accessible, traceable and accountable quickly and easily – so you can ensure you’re compliant with data protection laws like GDPR.
Want To Save Money And Work Faster? Contact Us!
Get in touch with one of our digital workflow experts for more advice on how we help you save money and time. Reach us on 0330 058 3895, email firstname.lastname@example.org, or request a call back.