Using Alerts To Gain Efficiency For Document Processing
by Sujith Parakkunnath, on August 11, 2022 10:00:00 AM PDT
How do alerts make repetitive processes efficient?
Let’s for a moment consider the job of a supervisor level in a manufacturing plant. And, this person’s responsibility is to monitor the temperature gauge in the boiler and ensure that the temperature does not rise above 300 degrees. There are two ways to do this job: one is to keep looking at the gauge and make necessary adjustments when necessary; and, the second is to set up a gauge that can imitate the operator when the temperature crosses 200 or 250 degrees. Which option is more effective? It has to be Option 2, Right? Relevant alerts/notification helps to smartly execute tasks.
There is no way to effectively manage remote jobs without email or slack notifications, otherwise, we would miss all the important tasks that need immediate attention. There are many shopping portals that alert us when our desired item is on sale so that we don’t miss out on purchasing them. We are alerted every year to file our taxes on time to avoid penalties. The world around us has been dramatically simplified by notifications. This allows all of us to pay attention to time-sensitive tasks in real time and manage our time efficiently.
The key to successful business operations is smartly managing tasks or priorities so that employees don’t waste resources on tasks that can be automated.
Notifications are one such important tool that can aid in managing businesses smartly and effectively. When it comes to notifications, this quote by Idowu Koyenikan makes perfect sense - “Opportunity does not waste time with those who are unprepared.”
It is all about being prepared and in control when managing the tasks in any business workflow. It is about relying on smart systems that send alerts when actions are necessary rather than requiring close and continuous monitoring.
Role of Notifications in Intelligent Document Processing
In the Intelligent Document Processing (IDP) space, once a batch of documents goes into processing, it’s not easy to track the status of each document because very little is known about what’s happening to those documents. Until the extraction from all documents is complete, there is no control over the priority queue for data corrections. This results in delayed responses or actions from your end and affects your SLAs. With higher volumes, this can become even more complicated. That's where alerts and notifications become powerful tools. When you handle large volumes of data through an intelligent IDP platform like that of Infrrd, even when processing 100s or 1000s of documents daily, relevant notifications help prioritize and manager tasks seamlessly.
Let me know when…
When you submit or upload documents for processing, how do you track and react to different states that the document passes through? There are several areas where alerts and notifications make a drastic difference.
Let’s take a look at a few popular ‘Let me know when’s…’
• When a document arrives with a specific field value: This notification is valuable to prioritize documents that have a specific field value. For example, alerts can be highly valuable for notifying you in situations such as: if you have to ensure all invoices are raised within a specific date; if an invoice date is older by three months or more; an invoice needs to be corrected and processed before the others; or, if you want to prioritize high-value invoices, like ones with more than a million dollars in value.
• When you see a document with a keyword: This notification is helpful when prioritizing documents that mention specific keywords. If you want to get notified when an invoice for a specific merchant is available for correction, you can set the notification for that specific value in the Merchant Name field.
• When a document status changes: This is a critical area where notifications become a high-value feature. For example, a document processed through the IDP system may have extracted some fields correctly and a few fields may require manual corrections. Therefore, as a correction user, if you are notified immediately that the document is ready to be reviewed, you have the opportunity to correct it when it is available. In this way, output or correction results are available for customers as quickly as they can get instead of waiting for all your documents to be processed and then make corrections.
• When a document from an important customer arrives: This type of notification is an absolute necessity. For example, if you are dealing with an important customer and need to process all invoices from this customer on priority, you can simply set the notifications for the specific value in the Customer Name field and be notified when an invoice from this customer is extracted and needs correction.
• When a Document is about to breach SLA: Another important area where notifications bring a lot of value is when a document breaches SLA. There will usually be an agreement regarding the manual correction time between IDP partners and customers. As a result, whenever the SLA is breached, it reduces business risks if alerts or notifications are sent quickly so corrective measures can be made immediately.
One of the key business benefits of configuring notifications and alerts is improved operational efficiency. As you are notified in real-time or when something changes in your business process workflow, you have the opportunity to immediately act upon it.
Moreover, notifications offer you the flexibility to do macro-management because you do not need to continuously focus on the workflow since notifications are sent if any abnormality is encountered while processing a document or in the case of any important event. These notifications will give users meaningful insights and let them take action at the right time, which should ensure companies remain competitive in their businesses.
How to configure notifications for Infrrd IDP?
With Infrrd IDP, notifications are configured as Business Rules. Business rules are usually configured by the IDP user directly from the user interface without having to make any changes in code.
At a high level, an alert or notification has two aspects to it:
• Condition: Define the event that triggers the alert - such as a change in document status, change in field values, etc
• Action: Specify the action to notify customers - such as send an email, flag the document in the correction user interface, send a response, etc
Alerts and notifications can help you optimize your business performance by allowing you to prioritize your efforts efficiently. It is essential to ensure the IDP solution you choose has configurable business rules so that you can set up relevant notifications from the user interface without depending on your tech team.