AI transforms documents into structured records.
At a glance

Four criteria for your first AI workflow

Select a step to see the explanation.

Record frequency and current effort. This helps establish whether automation could be worthwhile.

AI automation starts with a specific workflow. When a task repeats, the information it needs is available and its result can be checked, it is worth investigating. A chatbot by itself does not solve an organisational problem.

Make the workflow visible first

Choose a real example from daily work: an email enquiry, an incoming document or a search for an internal instruction. Write down where the information comes from, who handles it and what must exist at the end.

Include exceptions. A task that looks simple can become difficult when documents are incomplete or teams use different rules. Organising the data and agreeing responsibilities may be the most useful first improvement.

Four questions to choose a starting point

  1. Repetition: How often does this happen? An infrequent task does not automatically justify a dedicated integration.
  2. Data: Is the required information complete and usable? Who is allowed to access it?
  3. Verification: How can a person recognise a correct result? A clear checklist is more useful than “it sounds good”.
  4. Consequences: What happens if an answer is wrong or information is missing? Important decisions need an appropriate approval step.

An example: sorting incoming enquiries

A possible first workflow starts when an email arrives. An assistant identifies the topic and prepares a draft. A responsible person checks it and decides how to respond. Unclear cases go straight to a human.

The system needs defined information sources. It should flag missing details rather than present an unsupported answer with confidence. Whether a language model is useful, or fixed rules are sufficient, depends on the actual task.

Define success before building

Measure the current effort using a small, representative set of cases. Then agree what a pilot should improve: handling time, time spent searching or the number of corrections, for example. Record errors and exceptions as well.

A short demonstration shows a possibility. A useful pilot shows whether it works under your conditions. Compare similar cases; using only unusually easy examples gives a distorted picture.

Keep the first step small

Start with one well-defined task, an accountable person and an output that can be checked. Plan a manual fallback from the beginning. Decide on further integrations after reviewing the results.

Want to assess a workflow? Explore our AI and automation services or tell us what you want to improve.

Further reading