Executive Summary
By leveraging Extrieve’s AI-powered automation and workflow solutions, a client responsible for reviewing and filtering student applications at premier institutions in India achieved a 90% improvement in operational efficiency. The implementation drastically reduced document review times, minimized errors, and delivered significant cost savings, transforming their process into a streamlined and scalable system.
Challenges vs. Key Achievements
| Challenges | Key Achievements |
|---|---|
| Time-Consuming Reviews: Each review took 45–60 minutes. | Faster Reviews: Reduced review time to under 2 minutes. |
| Delayed Responses: Backlogs caused several days of waiting time. | Rapid Turnaround: Reduced total response time to just 30 minutes. |
| High Error Rates: Manual errors resulted in a 5% rework rate. | Enhanced Accuracy: Reduced rework rates to under 1%. |
| Increased Costs: Labor-intensive manual processing increased costs. | Cost Reduction: Achieved a 90% reduction in processing costs. |
Overview
The client, tasked with reviewing and filtering student applications for prestigious institutions, faced significant challenges in managing a labor-intensive, error-prone, and costly manual review process. Extrieve’s AI-powered automation technology transformed their operations by integrating advanced workflows and document processing capabilities, ensuring faster, more accurate, and cost-efficient reviews.
Approach
To minimize disruptions to the client’s existing onboarding workflow, Extrieve implemented a parallel workflow powered by Extrieve PowerFlow, which detected and processed new applications. The process ensured seamless integration while achieving optimal results.
Solution Details
The implemented solution leveraged Extrieve’s advanced technologies to automate and optimize the document review process:
- Document Transfer: New application details were transferred to Extrieve’s AI Engine via PowerFlow.
- Image Quality Verification: Verified input image quality (color, black and white, grayscale).
- Document Type Detection: Automatically identified document types.
- Photo Extraction and Matching: Extracted photos from documents and matched them for accuracy.
- Information Extraction: Extracted relevant information from documents.
- Accuracy Validation: Validated covering letters and application details for accuracy.
- Rules Engine Compliance: Processed documents through the Rules Engine to ensure compliance with course criteria.
- Review Queue: Applications were moved to a review queue displaying the overall status of each document.
- Final Update: After review completion, updates were sent back to the onboarding application, which notified applicants.
Technologies Used
- Extrieve PowerFlow Platform: Orchestrating the entire workflow.
- Daemon Connector: Facilitating seamless integration with the onboarding application.
- Extrieve Splicer AI & GPT API: Powering intelligent document processing and automation.
Results
The client achieved remarkable improvements after implementing Extrieve’s AI-powered automation solutions:
- Review Time Reduction: Reduced review time from 1 hour to under 2 minutes.
- Improved Response Times: Achieved a 30-minute turnaround time for application processing.
- Minimized Errors: Reduced rework rates to under 1%.
- Cost Savings: Cut processing costs by 90%.
- Enhanced Operational Efficiency: Delivered an overall efficiency improvement of 90%.
Conclusion
By integrating Extrieve’s AI-powered automation technology and workflow solutions, the client transformed their document review process into a fast, accurate, and cost-efficient operation. This success underscores Extrieve’s commitment to delivering innovative, eco-friendly solutions that drive operational excellence and sustainable growth.
To learn more or request a Proof of Concept (POC), contact us at: globalsales@extrieve.com
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