WEBVTT

00:00:01.000 --> 00:00:04.970
Administrative automation involves more than copying information as

00:00:05.000 --> 00:00:06.370
quickly as possible.

00:00:06.680 --> 00:00:10.250
A fictional company receives a supplier invoice as a document.

00:00:10.680 --> 00:00:12.610
Its order reference is missing.

00:00:12.840 --> 00:00:16.775
The same file later arrives again while someone is still investigating

00:00:16.800 --> 00:00:18.050
the first copy.

00:00:18.360 --> 00:00:22.730
Receive the document, extract the required fields, check them and then

00:00:22.760 --> 00:00:24.330
choose the next step.

00:00:24.600 --> 00:00:28.570
Keep the original source linked to a recognisable processing reference

00:00:28.760 --> 00:00:30.610
so corrections can be traced.

00:00:30.840 --> 00:00:33.050
A required reference must be present.

00:00:33.480 --> 00:00:36.770
Amounts and agreed fields need the relevant checks.

00:00:37.000 --> 00:00:40.650
A recognised duplicate must not trigger another processing action

00:00:40.840 --> 00:00:43.290
simply because someone submitted the file again.

00:00:43.960 --> 00:00:48.610
AI can help read unstructured text or propose extracted values.

00:00:48.760 --> 00:00:51.290
But a plausible amount may still be wrong.

00:00:51.560 --> 00:00:55.290
The application and responsible staff member determine which checks

00:00:55.320 --> 00:00:57.850
remain necessary before further processing.

00:00:58.440 --> 00:01:01.690
The invoice without an order reference goes to an agreed work

00:01:01.720 --> 00:01:02.370
queue.

00:01:02.600 --> 00:01:06.490
A staff member checks the source, adds permitted information and

00:01:06.520 --> 00:01:08.370
decides whether to resume.

00:01:08.680 --> 00:01:11.210
Automation does not invent the missing order.

00:01:11.880 --> 00:01:15.410
Test correct, incomplete and repeated documents.

00:01:15.640 --> 00:01:17.730
Interrupt an integration too.

00:01:18.040 --> 00:01:21.850
Verify that the destination contains one correct outcome and that

00:01:21.880 --> 00:01:26.730
uncertain outcomes remain visible, including the staff time required to recover.

00:01:27.400 --> 00:01:30.410
Begin with one document type and a clear owner.

00:01:30.680 --> 00:01:34.730
Compare handling time and errors with the existing process, including

00:01:34.760 --> 00:01:35.930
human review.

00:01:36.200 --> 00:01:39.610
Then decide whether extending the approach is worthwhile.

00:01:39.960 --> 00:01:44.730
Read OXIAE’s guide to administrative automation using rules,

00:01:44.760 --> 00:01:47.290
integrations and appropriate checks.