Automated document management is now even smarter with AI Capture. Your team can focus on strategy and decision-making and leave repetitive tasks to DocuXplorer.
You need tools that move at the speed of your business. Staying competitive means streamlining things wherever possible, and what better tasks to automate than repetitive, document-dependent ones? Data entry, filing, processing, and approving all take time that would be better spent on data analysis and business optimization. Paper-based activities also frequently lead to employee frustration and burnout.
Manual document management methods don’t scale to meet the demands of a fast-moving organization. Tools like AI Capture, built into DocuXplorer, allow you to take a smart approach to handling ever-increasing volumes of data and paperwork with automated document management.
AI Capture is both an automation tool and a strategic asset that enables you to achieve more by doing less. By automating document processes with AI Capture, your team can focus on strategies and decisions and leave repetitive tasks to the technology that’s designed for it.
With AI Capture, DocuXplorer uses optical character recognition (OCR) to convert scanned images of text (in 113+ languages) to electronic data that’s organized, searchable, and easily retrieved. You decide where specific documents should go in your system (what cabinet, drawer, and folder) and what metadata should be used to classify and file the documents. AI Capture will do the rest.
Manually identifying, tagging, and filing routine documents might seem like a task you can handle without help. But what happens when it becomes thousands or tens of thousands of documents? That’s like trying to organize falling autumn leaves. At first, it’s manageable, but as the wind picks up and more leaves start falling, they scatter faster than you can gather, forming an ever-growing pile around you. Soon, no matter how quickly you work, they overwhelm you.
Automating document tagging and filing is like having a rake that catches each leaf as it falls, instantly sorting and placing it where it belongs. It saves you from the scramble, increases accuracy, and gives you back your time. That means your team can focus on higher-value tasks instead of getting buried in the pile of leaves.
Now, imagine your colleagues are each managing their own pile of leaves using their unique experience and preferred workflows. When someone is out sick or resigns, a new person has to figure out the system and play catchup. With a standardized process supported by automation, there's no downtime, minimal training time, and reduced errors. When your system is built on rules and not individual memory, your business will be agile and resistant to disruption.
No matter what industry you’re in or the size of your document stack, automation power tools like AI Capture are essential to getting the most from your document management processes.
Automation transforms the way entire organizations function. The value of tools like AI Capture touches every aspect of your business, from personnel to finance, operations, customer relationships, and even company culture. Allowing employees to focus on strategic work boosts job satisfaction and retention. You’ll steer your organization towards better collaboration and decision-making power.
Your organization will handle a lot of unstructured data, like emails, invoices, financial statements, and receipts. How do you store that data so you can search, analyze, and run reports on it? AI Capture enables you to scan or upload random text files and create a template to extract and tag the relevant details. OCR is a core feature that allows you to automatically digitize unstructured data, keeping your information clean, consistent, and actionable.
You can upload files from different sources and only extract the necessary fields. You’ll perform simple keyword searches for any word or identifier in a document and find what you need almost instantly without knowing how it’s filed.
AI Capture extracts text from anywhere in a document and maps it to your predefined index set fields. Then it saves the file in the corresponding cabinet, drawer, and folder.
Instead of hiring temporary or additional staff to process backlogs or work during peak periods, AI Capture is always there as a trusty digital assistant, correctly tagging and filing your critical information until you tell it to stop.
Once you’ve set templates and created a taxonomy for filing your documents in DocuXplorer, you won’t have to deal with errors like typos, misspellings, and incorrect tags that often come with manual data entry.
Training new staff is as simple as giving them access to the system. They scan and run the template, then DX captures, tags, and files.
Humans notoriously have different preferences for how to do things. Some might prefer to organize documents by number, like an invoice or customer number, while others organize by date, customer name, or subject. AI Capture will always tag and file documents the same way, so you won’t need to deal with friction from disjointed processes.
And not only that, but AI Capture will get even better with time. The more transactions and data you deal with, the better the model gets. It keeps learning and can understand and capture data more accurately each time new documents are processed. AI Capture empowers a repeatable, scalable process.
Manual filing is time-consuming and prone to delays, especially with large volumes of documents. With AI Capture, processing is done in real time, meaning documents are automatically tagged, filed, and ready for retrieval within seconds. Plus, AI Capture works around the clock, keeping your document workflow efficient regardless of workload.
There’s no end to what you can achieve with your team’s expertise when they don’t have to do manual data entry. But, avoid automating for automation’s sake.
A basic scheduling tool can organize your day, but it won’t necessarily make you more productive or efficient. Automating your calendar doesn't impact your workload or clarify your priorities. Similarly, automating document tagging and filing for its own sake doesn’t provide much value if it’s not part of a larger strategy to make your workflows more efficient, visible, trackable, and strategically aligned.
The real power of intelligent tools is that they give you context. Rather than looking at a standalone department or process, the goal is to understand how each department’s time inputs affect the rest of the organization, such as by affecting the bottom line, employee engagement, or customer relationships.
Setting measurable goals is the first step to seeing the bigger picture and evaluating the tools and systems necessary to help you get there. Instead of aiming to file documents faster, for instance, a more strategic goal might be to save the legal team 60 hours per month on contract processing and redirect that time to cybersecurity and compliance training.
Above all else, AI-driven automation should empower and enhance human capabilities, not just speed up tasks. When you approach optimization with this in mind, you can create a smarter, more agile organization.
As mentioned earlier, technology is great for context, but it’s up to you to connect the dots and turn insight into action.
With AI Capture running your routine workflows, you can start to pinpoint patterns that highlight potential opportunities for improving your business. Here are a few department-specific examples:
AI Capture enables better visibility into document workflows, clarifying where things stand at any moment. It turns document management from a chore into a tool for insight—allowing your team to focus on the big picture instead of routine tasks.
Automated document management creates a culture of efficiency and innovation. Teams can see firsthand how your organization values smart, scalable solutions, which empowers them to adopt a proactive, problem-solving mindset.
AI Capture is your next-generation automation tool and an enabler of company-wide progress, allowing you to optimize time, reduce costs, and create an environment where high-value work thrives. With DocuXplorer, you can leverage business process expertise via your dedicated advocate, who will help you set up best practices for AI Capture.
Are you interested in enhancing every document interaction across your organization?
