How aivika automates document capture in different business processes.

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Most Teachers and School / University members spend most of their time in the classroom or preparing for classroom activities. Taking attendance, dealing with homework assignments, and managing other administrative items can cut into as much as a third of class time on the middle and high school levels, not even mentioning the time spent on grading student work by evaluating the quality of students’ papers and tests. These tasks involve many pieces of paper from Physical (Paper) documents and nowadays even electronic documents received via Email.

Transportation and Logistics

The transport and logistics industries globally are still reliant on paper documents as items go through many processes, methods of transport and country borders. This continued use of paper documents with the many electronic systems in place often mean manual input of information between the physical document and digital document and systems. All companies run their systems and processes differently and often have bespoke software systems designed specifically for them.


Documents are the essential item that drive the daily business processes of Law Firms and Corporate Legal departments. These can be contracts, agreements, deeds, certificates, or any signed documents. Once a document is created, signed, or forwarded, the next step in the workflow process is crucial to have documents captured and distributed as quick and as efficient as possible. Documents need to be distributed in a secure way, and once a document is archived it should be easy to retrieve. This can be done if the document storage contains every relevant information about the document itself, such as the client, matter, or document type. Most legal systems allow documents to be retrieved by searching for its content, something that is only applicable if the document's textual content can be indexed and stored.


Healthcare institutions rely heavily on up-to-date information to provide the correct treatment, medication and care to the patients and clients. Information usually comes from multiple sources, such as doctors or departments with specialized examination devices. The sooner information can be made available after a specific action, the sooner the next action can be taken. In most cases, this information needs to be distributed to different departments, while making sure that the information is stored and distributed securely, should only be accessible to the ones that are allowed to handle the information, and can be monitored for unauthorized access or change.


Retailers differ from industrial companies in that they do not produce tangible products. They purchase merchandise from manufacturers in large quantities for resale to consumers at a profit. These companies must provide desirable products, while managing inventory and controlling costs, to succeed, thus dealing with a large amount of paper documents from multiple channels of distribution.


From the houses we live into the offices we work in and the roads and transport links to get us between them, the construction industry is everywhere, and with a global spend of around $11 trillion, it’s a big market with millions of companies and tens of millions of employees. The Middle East, Asia and large parts of Europe are still working on major infrastructure projects indicating there are documents everywhere. The supply chain, from raw materials, finished products and staff (contractors), often need to be supplied and delivered in quicker timescales than before with increasing demand for job completion with possible penalties for delays.


The Banking and Finance Industries, often referred to as The Financial Services Sector, covers a wide range of functions involving the processing and movement of money, invoicing, credit applications, pensions, and investments that usually tends to be electronic and physical documents heavy.

Common Challenges in ERP & CRM:

The success of ERP/CRM in an organization depends largely on the information it contains, and how soon the information is available. The sooner the information can be generated, or captured, and the more detailed and complete the information is, the better the ERP/CRM will function, and the sooner certain tasks can be performed by people working in the organization. From proposals to work orders. From patient lab reports to treatment plans. From resume to contract.

A task can only be started once all required information is complete, stored at the right place, and available to anyone who needs it and has access to it. Scanning and archiving paper documents takes your time away from critical business tasks. Making sure that document properties are properly populated can also be time consuming, especially with paper documents that have no properties to begin with, until you provide them.

How aivika can help:

aivika can automate the extraction of data and can do so intelligently and unattended. Thanks to the connectors and advanced scripting engines we can easily connect with any ERP or CRM platform and automate processes by means of triggers automatically extracted from documents. Tools such as barcode reading or the different OCR engines available allow you to capture every detail of any document that is received, in physical format or in digital format.

Common Challenges in Education:

Public, private, and even higher education institutes are burdened with more paperwork than ever before, which leaves schools straining to keep up. Managing paper archives, dealing with paper-based business processes while struggling to comply with regulations, manual paper processing and storing of documents (i.e., Exam Papers, Student Final Marks, Degrees etc.) as well as documents being received by different Schools / Universities in many formats and in many ways can be a tedious task and a headache for any administrator. From Student records to Educational Files every document needs to be kept in a safe and secure environment just in case it needs to be re-issued to the student on a later stage. The question is why not digitize?

How aivika can help:

aivika enable documents to flow around the School / University using a unified interface and templates that are customizable to each class, department, and Student. It can revolutionize the education system in every way, from streamlining homework assignments & marking using OMR (Optical Mark Recognition) to archiving hardcopy paper documents for longevity purposes. Student files, can be scanned in from an MFP (multi-function device), sent via email, even uploaded from a mobile device, which is great for Students that are always on the move. Mandatory information can also be added by way of answering questions that are sent with the document and processed, this is called metadata. This metadata can be used for many things, from naming a document to updating a database or other system with information about the Document and or Student.

In essence, aivika helps reduce costs, improve staff productivity, and provide superior service to departments, faculty, students, and parents.

Common Challenges in Logistics:

Industry specialists state that some of the most common issues faced when transporting goods are; paperwork going missing or when returned, lengthy manual processes are required to index and store documents away or add them to the electronic business processes. Human error can be a factor in incorrect data input and, if a driver is away for days, getting the document back to the company can take time and delays in invoicing and closing the delivery off. Finally, there are many documents that have legal implications such as customs paperwork and waybills etc. These need to be processed in an accurate, timely and a compliant manner.

How aivika can help:

Eliminate unwanted confusion, unsatisfactory service, and damage to your business with aivika. Embrace digital transformation and go paperless! Our connectors, scripting, and integration features has helped companies document workflows by linking previously unconnected, dispersed systems together.

Common Challenges in Healthcare:

Most healthcare institutions are already using a suite of tools that cover all aspects of patient care. The stored information can be registration forms, examination results, medication history, financial records and any other information that is related to the patient/client while visiting or staying at the institution. Before this information gets stored, it arrives as filled-in paper form, digital form on a website, e-mail with attachments, reports that are automatically generated by an examination device, or documents from any other possible sources. Since there can be multiple tools and systems involved, employees need to get familiarized with different interfaces, and functionality that each system offers when uploading documents.

In most cases, there is no direct link between the application or device that produces or captures documents, and the application that archives those documents, which means that employees need to move documents, also physical ones from one location to other location manually. There is also no possibility to decline a policy of how documents should be enriched and stored and having no direct link between two locations means that security can be compromised. The institution also wishes to have an audit trail of what happened to the document from the moment it was created, and when it comes to scanned documents there is usually no information on who performed the scan.

How aivika can help:

By using aivika on PC and mobile devices, digital documents can be processed using the streamlined workflows. Simplify your services, improve customer satisfaction, and enforce processes to improve payment time to protect your business. Enhance productivity, efficiency, customization, and responsiveness in your organization with aivika.

Common Challenges in Retail:

Due to the nature of the business, many different members of staff, in different locations are constantly collaborating on projects i.e., Credit Applications, Credit Limit Increases, Fraud Disputes, FICA documentation and much more. There was no easy and efficient way to collaborate on hardcopy documents resulting in a lack of shared information. Also, the requirements to courier critical documents between sites resulted in high expenses as well as costs in telecommunications to share important data.

How aivika can help:

Effective management of physical and digital documents. Save staff time, centralize systems, and credit applications can be processed and verified quicker using automation. Boost customer satisfaction and serviceability levels in retail with aivika.

Common Challenges in Construction:

Some of the main issues revolve around the numbers of contractors and suppliers in the construction process, where the ability to collaborate and share information is crucial. Due to remote sites and projects, paper is still used and is required to be distributed electronically. There are often issues in ‘closing the loop’ from the purchase order to the final invoice, keeping track of all paperwork in the cycle can cause problems as well as delays in getting physical paper documents back to a central location for archiving. Many construction companies still use folders on computers and servers that can have many levels, so the need to be able to browse and store these documents in this type of environment is also important. There are also many staff moving between sites and projects and where documents and plans need to be instantly available.

How aivika can help:

Reduce project costs, streamline work processes, and accelerate project completion with the right technology. Make information more accessible to both clients in their offices and staff at the job site with fully integrated capture, distribution, and business process management tools.

Common Challenges in Finance:

Processing high number of documents that do not have a common format. Inputting manual data is also a problem in time and accuracy. Manual paper processing of invoices / credit notes as well as documents being received by companies in many formats and in many ways. Usually finance companies have a number of complex systems that interact with each other and many that do not, especially around processes involving paper-based documents. Even those who don’t have such systems can benefit from a level of automation and the provision of ‘intelligence’ to financial documentation. Security and compliance are also very important and can result in big corporate fines and incorrect data can have legal implications.

How aivika can help:

Automate your financial services workflow with aivika Capture and operate with enhanced efficiency & security. Our systems are engineered for your ease of use with an effortless set-up. Capture data quicker anywhere, anytime by going paperless.