Data extraction and document classification of physical documents enables the digitization of documents and makes them easily discoverable on the cloud system. However, end-to-end documentation can be achieved just by data extraction and document classification.
KlearStack AI goes one level beyond and also achieves data validation and data transformation through the rules engine feature. This enables documents to be processed without any human intervention. Apart from saving cost and time, the rule engine feature of KlearStack achieves a higher level of accuracy when it comes to document automation and hence, making the entire documentation process error-free.
In our blog, what is a rule engine in KlearStack AI, we explained the features of a rule engine, deep dive into data validation and data transformation, and how these features benefit organizations of various industries.
Now we will look at exactly how can your organization leverage the rule engine features of KlearStack and achieve 100% document automation without human intervention.
The data validation feature in rule engines enables your organization to achieve end-to-end documentation. Organizations can set up three conditions using KlearStack AI for each supplier or general conditions that can apply to all suppliers.
If the documents that are being processed match this criterion, the documents will be processed without any human intervention.
If the documents do not match this criterion, then they will be sent to a manual queue wherein human intervention will be required. Upon inspection, the documents will be processed manually. The Machine Learning models of KlearStack AI will self-learn the issues it faced while processing these documents after data is fed manually. When next time such a similar issue arises, the document will be able to process the document automatically.
How Does Data Transformation Work in KlearStack AI?
The data transformation rule engine feature of KlearStack AI enables suppliers’ documents to the language that is used by your organization’s inventory management system. The data transformation feature also enables the highlighting of outdated line item fields.
Data transformation rule engine condition needs to be pre-filled with information from the organization. Let’s say certain items are outdated from a supplier. Item codes of these specific items need to be pre-filled in the system so that KlearStack AI can automatically cross-check the item codes on the document with those that which is pre-filled in the system.
Pre-filling the data in KlearStack AI for data transformation is a one-time activity and needs to be updated only if the item descriptions have changed again or certain items have again become obsolete.
Rule Engine Setup for Data Transformation & Data Validation
Here is a step-by-step breakdown of how you can easily set up rule engine conditions for data validation as well as data transformation in KlearStack AI.
Step 1: Open the Rule Engine tab from the KlearStack AI dashboard
Step 2: Click on create or import rules
In the image above, you can see two options – Import Rules and Create New Rule.
Import Rule – Using a formatted excel file with formulas, rules can be uploaded on the KlearStack AI dashboard.
Create New Rule – Using the KlearStack AI dashboard, new rules can be created on the dashboard itself.
Step 3: After clicking on “Create New Rule”, the following screen
Here is where you will need to create conditions that will you help your organization achieve end-to-end document automation. In the following steps, we will explain the most important fields that need special attention while entering the conditions.
Step 4: Selection of Document Type, Stage and Rule Type
After entering the rule name, explaining what the rule is about in the rule description and writing the error message, these three dropdown menus: When, Is and Rule Type, are very important.
When – Here, you have to select what kind of document should be the rule applied to. At the moment, KlearStack AI supports Invoices, Receipts and Purchase orders. Upgrades in documents can be made in the future.
Is – This is a selection of at what stage should the condition be applied. Selecting Processed means condition will apply after Processing the document but before it is Approved. Approved means once the document is Processed and Approved, the condition will be applied. Deleted means the condition will apply to those documents that are Deleted.
Rule Type – This is selecting whether you would like to apply the Data Validation rule with this condition or the Data Transformation rule. While creating a rule, only one rule type can be selected.
Step 5: Setting Up Pre-Conditions
At this step, filter conditions can be set. Only these pre-conditions are matched with the document, only the main conditions will be fulfilled. Up to three pre-conditions can be set in a single rule.
Step 6: Setting up the main rules
If pre-conditions are set and matched with the documents, then KlearStack AI will proceed with matching the document with the main conditions. The fields are the same as the ones in pre-conditions. Also, as in the case with pre-conditions, a total of three conditions can be set for a single rule.
Combining pre-conditions and conditions, a total of six conditions can be set in a single rule. Both, the pre-conditions as well as the conditions, can be set for header columns of a document or online items of the document.
Step 7: Final Rule Engine Check
If the documents match the pre-conditions and the conditions, final action can be taken. Here, you have four options.
Approved – If both pre-conditions and conditions are matched, documents are approved and end-to-end documentation is achieved without human int
Execute Another Rule – If all conditions are matched, the document will be checked with another set of rules that are set up. Note that multiple rules can be set up in KlearStack AI and each rule can have up to three pre-conditions and three main conditions.
Fail This Rule – There might be a case wherein conditions are set to send the documents in the queue for manual inspection. In such a scenario, you can select the “Fail This Rule” action and send the document for a manual check.
Send Email – You can also set up an action to send an email once the conditions are met.
With these seven steps, you can easily set up conditions using the rule engine feature in KlearStack AI and achieve complete end-to-end automation.
Schedule a free Demo today to achieve end-to-end document automation for your organization