Document Data Extraction Automation – Getting Started

By 2023-12-23 Blog
Document data extraction automation concept illustration

Getting Started with Document Data Extraction Automation: A Step-by-Step Guide

Is your business considering improving its automation and implementing automated document data extraction? This step-by-step guide will explore everything you need to know about Xtracta’s document data extraction automation and data capture solutions, from identifying automation opportunities to system integration and implementation. Discover the process below and start transforming your data handling operations today.


How Does Data Automation Work?

Xtracta’s document data extraction software is helping businesses save time, money, and valuable resources. Powered by AI, it autonomously extracts and captures data from documents, regardless of whether they are scanned images, photographs, or in digital format. Before we dive into how to integrate this technology into your operations, let’s explore how document data extraction automation works and how Xtracta differs from traditional data capture systems.

Traditional document capture automation software relies on processes that typically involve manually creating document templates and rules to guide the data extraction software on how to read each unique document format. Xtracta’s AI technology significantly advances this often time-consuming and complex approach.

Xtracta doesn’t require templates, simplifying setup significantly. Its AI engine excels in analysing and comprehending language, document formats, context, and intricate details of document structures. This advanced technology independently develops a deep knowledge of your documents and their data. It operates as a “set and forget” system, capable of self-learning and adapting to new document layouts without requiring template inputs.

Xtracta is suitable for virtually any industry that wants to streamline its data-handling operations, seamlessly integrating with almost any software application using our user-friendly API.


What’s the Process of Integrating Xtracta?

Xtracta makes it easy to integrate data automation into your daily business operations. Here’s what the process typically involves.


Step 1: Identifying Automation Opportunities

The first step involves identifying areas within your organisation that are ripe for automation. Often, businesses start with a single use case, but a broader view could reveal numerous opportunities for automation within different departments. Exploring these opportunities can maximise your return on investment.

Challenges may arise when different departments have conflicting needs. For instance, the requirements of the accounting department may differ significantly from those of logistics. These differences may make it more difficult to select a unified system, as each department has its priorities. Larger organisations might benefit from forming cross-functional teams to assess Xtracta’s applicability across multiple departments, ensuring organisation-wide benefits.

A detailed analysis of each department’s unique needs ensures that the chosen automation solution aligns with the overall business objectives while catering to individual departmental priorities. However, in some cases, a mandate from upper management may drive the choice of an automation solution.

One of the great things about Xtracta is its flexibility; you can use it for various business functions. For instance, an initial focus on invoice processing in finance could lead to enhancements in HR data entry and logistics inventory management. This versatility allows for a broader application within the company, enhancing the system’s overall value.

Team meeting about data automation.



Step 2: Understanding Your Needs

Once a business decides to proceed with Xtracta and has chosen its first use case, the next step involves a detailed analysis of its requirements. This phase typically includes a discovery meeting with our team to align the client’s needs with Xtracta’s capabilities and to determine the optimal configuration. These meetings are crucial for aligning your needs with Xtracta’s functionalities and discussing potential customisations.

Client feedback is a cornerstone of the Xtracta implementation process. This collaborative approach ensures that the system meets the business’s current needs and offers flexibility for future adjustments. Your insights, combined with our expertise, lead to a more effective and customised automation solution.

We may propose alternative solutions based on our experience and understanding of the platform’s functions, capabilities, and limitations. We aim to reach a consensus that satisfies everyone, ensuring all parties are content with the chosen approach and its underlying rationale.


Step 3: Integration and Configuration

The implementation process involves two parallel tasks: integration and configuration. The first task, integration, typically uses API development to facilitate data exchange between Xtracta and other systems. Configuration, however, focuses on setting up the system per the agreed-upon functionality and operational parameters. This configuration often happens in parallel with the integration process. Once both tasks – integration and configuration – are complete, which usually happens at a similar pace, the testing phase begins.


Step 4: Rigorous Testing and Deployment

Testing is the final stage before deployment. This stage verifies that all aspects of the system function as intended, from user interface to backend processes. After thorough testing and any necessary adjustments, Xtracta is ready for rollout and integration into the production environment, promising enhanced efficiency and accuracy in data handling.


Get Started with Xtracta Today

Ready to reap the benefits of document automation? Talk to an Xtracta expert today to discover how our document capture software can revolutionise your data handling process. Our experienced and helpful team can guide you through the integration process, ensuring a seamless and effective transition to automated data extraction and management.