This intuitive tool refines blueprints for documents in the data extraction process that the cognitive engine has not been able to finalise. This human-in-the-loop tool provides customers with complete control over their document pipelines and enables immediate action to be taken as needed. This guide will cover three main subjects:
Navigating to the AI Assistant
Select a document to code the data.
For demonstration purposes, we have selected a document with no fields mapped.
Select AI Assistant.
You will arrive on this page.
By default, all the fields that have been mapped will be highlighted green and have a label to show what field they have been mapped to at a glance. You can toggle this on and off by clicking the text icon in the bottom right corner of the window.
If Zudello has not mapped any fields, your page will look like this. Fields highlighted in blue have been recognised as fields but not mapped.
The AI Assistant Layout
The AI Assistant interface can be broken down into four key sections: recommended fields, options, mapping by fields (left-side) and mapping directly into the document (right-side).
Recommended Fields: These are the fields necessary for validating documents that we highly recommend you have filled in on every document. Each field dot point will disappear once the field has been filled in.
Options: The options panel presents optional properties for the document's mapping. Using the toggles correctly will help avoid documents being extracted as invalid. You can also choose the document's default date format of d/m/Y, m/d/Y or N/A. If the format is not numerical (e.g. May) or is separated by something other than forward slashes (/), select N/A. Finally, there is the option to set the decimal separator and thousands separator to any custom character.
Mapping directly into the document (right-side): This is the section of the AI assistant we recommend you use. It has been designed to create a more intuitive user experience.
Mapping by field (left-side): In this section, you are able to map fields individually however it is a slower and less efficient way of mapping documents. The mapping by field is most useful for checking and rectifying splits and merges. We recommend using the right-side mapping section for the majority of your mapping.
If you have a multi-page document, an additional field will appear between the recommended fields and the options section which allows you to move between the pages of the document.
The AI Assistant interface also includes hovering text throughout the page to assist you with mapping your document's information to appropriate fields. For example:
Using the AI Assistant
Mapping Directly into the Document
To begin, click on any of the highlighted fields on your document to prompt a drop-down menu of field options to appear. Either scroll through the list to find the relevant field or begin typing the name of the field.
Click on the relevant field or press the enter key. Then, either click off to remove the drop-down menu or click Next/Prev(ious) to move to a neighbouring field. You can also use the tab key and the tab key + shift key to move between fields.
The field will turn green to indicate it has been mapped.
If your document contains multiple instances of the same information like in the below example, it is important to only map one. This is because, as will be explained further on in this guide, if two bits of information are mapped to the same fields they will be merged. For example, if you mapped both versions of the supplier's ABN to the external ABN field, the ABN would read 11 111 111 13811 111 111 138 which is an invalid ABN.
If there are fields that haven't been recognised (not highlighted in blue) that you wish to map, select the dual key icon from the right-hand side. For example, the delivery address lines on this invoice have not been recognised as fields.
You can also hover over the button for a brief explanation of the use of the tool.
All text that was able to be read by the AI will now be available for mapping.
As with fields that had already been recognised (highlighted in blue), select and map the desired fields.
Once done, the newly mapped fields should be highlighted in green and their values should be displayed on the left-side mapping screen. Remember to click the dual-key icon again to return to mapping other fields.
For dates, you will also need to select a format d/m/Y, m/d/Y or N/A. If the format is not numerical (e.g. May) or is separated by something other than forward slashes (/), select N/A. You can set a default date format for the document from the options section.
If Zudello has read multiple fields as one field, you have the ability to split it into the correct fields.
For example, if you wanted to separate and map the following line into city and postcode, you would first enter the fields you want to map into.
Then, you would need to select the arrow next to one of the fields e.g. City (Delivery). This will reveal more options for the mapping including the option to split.
Select the arrow next to split to reveal the splitting options, and enter the start and end characters of the field you are mapping. Only use characters that will be the same between different invoices from the same supplier for example spaces or hyphens. If you input specific characters like letters or numbers, the system will always look for those specific characters to slit on. If you use a number from the total, it probably won't be the same on the next invoice so the split will be incorrect.
NB: they must also be unique characters, otherwise Zudello will stop at the first instance of those characters appearing.
For this example, a space will be used as the separating character. The space, highlighted in pink, is entered in the "End at" box. Make sure to toggle the "include end" switch to avoid unnecessary characters being mapped. This is particularly important for visible characters.
Repeat this process for the remaining fields.
You can verify the split has been successful from the left-side field mapping
If Zudello has read one field as multiple fields, you have the ability to merge those fields together.
For example, the company Yeppoon Incorporated (full name has been redacted for privacy) has had its name read as two separate fields.
To rectify this, select the correct field to map to for BOTH parts of the field.
Both parts should be green to indicate that they have been mapped.
Automatically, Zudello will merge any information mapped into the same field. In the field mapping section (left-side), find the field you want the information merged in. You are able to click and drag the partitions to reorder them if necessary. The result below the input bubble will give you a preview of how the merged field will appear.
You can do this for as many fields as are required i.e if one field has been read as five separate fields, you can map them all to their intended field for merging.
Once you have captured all recommended fields or all of the fields on your document are highlighted in green, select Save and Reprocess to finalise the mapping. Future invoices from the same supplier should automatically apply the blueprint you have created.
The consolidate lines tool has been implemented to address instances where the platform encounters challenges in organizing data properly, ensuring that the information being added is correct and accurate.
In certain scenarios, such as when working with documents that lack distinct lines or have unconventional formatting, the platform may struggle to interpret and categorize the data effectively. This can lead to errors or inaccurate results if the information is not consolidated properly.
To overcome this hurdle and maintain data integrity, our team has developed the Line Consolidation feature. By consolidating lines within a document, we can ensure that the data being added is correctly associated and processed as intended. This approach guarantees that even in situations where the platform encounters difficulties in organizing the data, the final results are reliable and accurate.
To turn these settings on in a document, click on the AI Assistant button and apply the following changes:
Save and reprocess your document. The result will be similar to the image below.