Bluenext

AI Data Extraction: transform documents into active business processes with Artificial Intelligence in Adiuto

The right data, in the right process, without manual data entry.
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Invoices, delivery notes, checklists, contracts, service reports and paper forms contain valuable information, but often slow down processes because it must be read, copied, and entered by hand.

AI Data Extraction is the Adiuto module that combines OCR and Artificial Intelligence to recognize and understand the content of digital and paper documents, extract relevant information regardless of its positioning and make it immediately available in Adiuto DMS and BPM to start activities, approvals and controls.

It processes both structured documents (extracting header and detail lines) and unstructured ones, handwritten or in free format.

From the administrative office to quality, from purchasing to operational field management, eliminate data entry, reduce errors and make workflows leaner:

  • Eliminate bottlenecks related to manual data entry
  • Speed up procedures, approvals, and operational activities
  • Maintain human control over fields to be verified
Find out how it works
THE PROBLEM

Manual data entry is the hidden bottleneck of your processes

In many businesses workflows stall because the information contained in documents must be read, interpreted, and manually reported in company systems.

  • An invoice must be recorded and entered into the approval flow.
  • A service report must update a work order.
  • A checklist must generate a non-compliance.
  • A contract must feed a schedule.
  • A delivery note must be compared with an order or an expected delivery.

Every time these steps depend on manual data entry, the process slows down: management times lengthen, transcription errors increase, and people spend hours on repetitive activities instead of monitoring and managing exceptions.

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THE SOLUTION

Free data from documents and accelerate business processes

With AI Data Extraction, Adiuto takes information out of the document and makes it immediately available in the correct process, reducing manual work and accelerating the start of activities, approvals, and controls.

Traditional management

  • Documents arrive in different formats
  • Operators read and copy data by hand into various business applications
  • Processes start only after manual data entry
  • Errors, delays, and rework slow down the flow

With AI Data Extraction in Adiuto

  • The document is acquired in Adiuto
  • AI recognizes and extracts relevant information, independently of the document format and data position
  • Data pre-populates workflows, activities, and controls
  • People intervene where validation or decisions are needed
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THE DIGITAL WORKFLOW

How AI Data Extraction in Adiuto works

1. The document enters Adiuto

The process starts automatically upon the acquisition of digital or paper documents in Adiuto: PDFs, scans, images, smartphone photos, emails, hand-filled forms or other files managed in document workflows.

If a file contains multiple documents, Adiuto recognizes, separates, and processes each one independently.

2. AI recognizes and understands the content

The module combines OCR and Artificial Intelligence to read the document, understand its content, and identify relevant information, even when the layout changes or the content does not follow a standard structure.

The engine does not just recognize characters: it is able to interpret the content, distinguish a date from an amount, identify a non-compliance status, recognize an item code…

3. Data is extracted and structured

Useful information is extracted and transformed into data usable by Adiuto: for example, amounts, dates, codes, names, items, quantities, deadlines, anomalies, signatures, or values detected in the field.

For structured documents such as invoices, orders, and delivery notes, the module extracts both header data and individual detail lines.

Extracted data can be automatically cross-referenced with information already present in the management system.

4. Information is validated where needed

Extracted data can be automatically checked or proposed to the operator for verification, especially in the presence of anomalies, uncertain fields, or documents of sub-optimal quality.

AI supports the work, but control and decisions always remain in human hands, with a human-in-the-loop approach.

5. Adiuto starts the correct process

Validated data enters directly into Adiuto DMS and BPM: the platform automatically archives and categorizes the document, starts guided workflows, pre-populates approval forms, and updates ERP, CMMS, and CRM without any manual intervention.

From documents to workflows, without manual data entry.

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AI Data Extraction vs traditional OCR: what changes with Adiuto

Traditional OCR systems and solutions based on positional mapping read documents rigidly: they look for data in pre-established positions and extract it in the expected form. When a layout changes, a new template arrives, or the document does not follow a predictable structure, the process stops and requires a new manual configuration.

AI Data Extraction works differently: it understands the content of the document, not just its form.

The difference is not just technological, but operational. An OCR reads characters, AI Data Extraction interprets information in its context: a date can become a deadline, an amount can feed an administrative process, a non-compliance can start a management workflow.

Thus the document is not just digitized: it becomes the trigger for a business process in Adiuto.

Traditional OCR and positional mapping AI Data Extraction in Adiuto
Data position Extracts data only from fields mapped in fixed positions: a tilted scan or a changed layout compromises the result Identifies information by its meaning, regardless of its position in the document
Layout or template change Every new supplier, updated template, or unmapped document requires a new manual configuration Adapts autonomously to format changes, without reconfigurations
Unstructured documents Applicable only to documents with a fixed and predictable structure Extracts information even from contracts, product sheets, and free-form content
Handwriting and scans Struggles with handwriting and sub-optimal quality scans Recognizes handwritten texts and handles documents acquired in non-ideal conditions, such as hand-filled service reports, site checklists, field forms
Integration with processes Requires custom connectors and integrations to transfer data to company systems Native in Adiuto: extracted data directly feeds DMS, BPM, ERP, and connected systems, without custom integrations or additional systems.
Discover use cases
ADVANTAGES

What changes for your teams with AI Data Extraction in Adiuto

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APPLICATIONS

Use cases: where AI Data Extraction brings value to Adiuto processes

Adiuto’s AI Data Extraction adapts to any business process where information contained in a document must be transferred to a system or used to start an activity.

Here are some examples:

Accounts payable invoice approval

The workflow without Adiuto: every day the administrative office receives PDF invoices from different suppliers. Opening them one by one, copying the supplier, VAT number, amounts, rates, and deadlines takes time and increases the risk of errors.

With Adiuto and AI Data Extraction: the module reads header data – supplier, VAT number, document number, date, totals – and individual detail lines with item codes, quantities, unit prices, and VAT rates, automatically pre-populating the approval flow in Adiuto BPM.

Result: the accounts payable cycle starts as soon as the document arrives, with entries reduced from hours to minutes and without transcription errors.

Contracts and deadlines

The workflow without Adiuto: contracts, commercial agreements, NDAs, and legal documents contain critical information such as renewal dates, withdrawal clauses, penalties, SLAs, and party obligations often hidden in multi-page PDFs.

With Adiuto and AI Data Extraction: with AI Data Extraction, contracts are uploaded to Adiuto and key information extracted to feed files, schedules, and automatic alerts.

Result: less risk of missing important deadlines, more control over active contracts, and documentation that is increasingly easy to manage.

Purchase requests

The workflow without Adiuto: many purchase requests still arrive via email in free format: description, quantity, urgency, cost center, and requester. Transcribing them into the system takes time and can generate errors.

With Adiuto and AI Data Extraction: AI Data Extraction reads the content of the communication, extracts the necessary data, and makes it available to open or pre-populate the correct process in Adiuto BPM.

Result: requests are routed faster, data is not lost in emails, and the approval process can start immediately.

Delivery notes, order confirmations, and logistical documents

The workflow without Adiuto: delivery notes, order confirmations, and transport documents often require manual checks on items, quantities, batches, dates, and order references.

With Adiuto and AI Data Extraction: Adiuto extracts header data and detail lines – items, quantities, batches, delivery dates, and order references – and makes them available for comparisons, checks, and subsequent activities in logistical and administrative flows, flagging any detected anomalies.

Result: the verification process speeds up, discrepancies are intercepted before goods acceptance, and information enters systems without manual re-copying, for always aligned data.

HSE checklists, quality audits, and non-compliance

The workflow without Adiuto: control checklists, HSE forms, ISO audits, and quality forms are often filled out by hand on-site, in the department, or during a check. Re-entering non-compliances, detected values, prescriptions, and corrective actions into the system slows down the start of interventions.

With Adiuto and AI Data Extraction: the form is photographed or scanned, Adiuto reads the entries, detects non-compliances, severity, and corrective actions, automatically starting the CAPA flow in Adiuto BPM and generating an audit trail with signature and timestamp.

Result: no non-compliance remains stuck on paper, corrective actions start immediately, and a complete audit trail for inspections and certifications.

Service reports and Field Service

The workflow without Adiuto: technicians, maintenance workers, and field operators fill out paper service reports or intervention forms with customer, plant, hours worked, spare parts used, anomalies, and customer signature. Returning to the office to re-copy them delays the update of the history, the closing of the order, and billing.

With Adiuto and AI Data Extraction: the technician photographs the service report with their smartphone, the module extracts the relevant information and automatically updates the connected process.

Result: work order closed more quickly, invoice issued the same day as the intervention, and customer history always updated.

Production and maintenance

The workflow without Adiuto: production orders, maintenance checklists, cycle sheets, control forms, operational logs, and work orders are often filled out by hand on paper during the shift, in the workshop, or in the field. Re-entering batch, quantity, waste, machine, faults, spare parts, and hours into the system takes time and leaves ERP or CMMS unaligned with operational reality.

With Adiuto and AI Data Extraction: the operator photographs the completed document. Adiuto extracts the relevant data and automatically updates the BPM, ERP, CMMS, or maintenance plan.

Result: production, maintenance, and machine history always updated with real data, without delays due to manual re-entry.

Complaints and Customer Service

The workflow without Adiuto: complaints arrive via email, web form, or letter in free format. Classifying them, assigning priority, and meeting SLAs requires manual reading and entry for each case.

With Adiuto and AI Data Extraction: the complaint is acquired in Adiuto: the module reads the customer, product, type of problem, urgency, and applicable SLA, automatically opening the ticket in the BPM with the correct priority.

Result: reduced first response time, tickets routed faster, and SLAs met even during volume peaks.

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APPLICATIONS

Other processes you can automate with AI Data Extraction

Adiuto extracts technical requirements, evaluation criteria, deadlines, economic thresholds, etc., from tender notices, helping the sales team to more quickly evaluate whether to participate and to keep selection documentation tracked.

From hand-filled logs, AI Data Extraction extracts temperatures, cooking times, batches, out-of-threshold values, etc., updating the digital log and starting alerts in Adiuto.

From pre/post-trip forms, Adiuto extracts data such as tire status, damage, fuel level, and driver’s signature, updating the vehicle history and intercepting anomalies before they become costly breakdowns.

From physical count forms, AI Data Extraction extracts item code, location, and quantity, comparing them with stock levels in Adiuto and flagging discrepancies.

Adiuto extracts sender, recipient, goods, weight, and customs value from CMR and customs documents in different formats and languages, feeding the customs clearance process.

From hour summaries and time sheets filled out on-site or in engineering, AI Data Extraction extracts job order code, WBS phase, ordinary and overtime hours, charging them to the job order in Adiuto.

From service intervention reports, Adiuto extracts customer, plant, detected anomaly, spare parts used, hours, and customer signature, closing the order and updating the plant history.

Do you have a document or process to automate?

Bring a real example to the demo: for instance, an invoice, a service report, a checklist, a contract, or a form that is currently managed manually. We will show you how AI Data Extraction can transform it into data ready for Adiuto workflows.
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