Enhancing business efficiency: Kickstarting workflow automation with OWIS Chatbot
Transforming simple user prompts into streamlined automated tasks
In the realm of business process automation, the interaction between the user and the system is pivotal. With OWIS, this interaction is elevated to new heights through an AI-powered chatbot named SIMO. SIMO is adept at discerning the user's intent, guiding them through the required fields, and determining the precise actions to initiate. Let’s discuss how this advanced chatbot facilitates step recognition and interacts with the user to automate processes.
Users can communicate with SIMO using natural language prompts like "Scan this invoice document" or "Request holiday leave from start to end date," and the chatbot interprets these to kickstart the automation of the initial steps in a process. By understanding the user's intent, SIMO transforms simple commands into complex actions, leveraging form field values, activating scanners, recognizing, and processing OCR data, and more, thereby optimizing the efficiency of business operations.
From Intent to Action
At the forefront of SIMO's capabilities is the recognition of specific steps that constitute a business process. Utilizing OpenAI's GPT model, SIMO can understand and categorize a user's request into distinct actions. It guides users through a step-by-step information gathering process, ensuring that all fields required to execute an action are understood and addressed.
When a user engages with SIMO, the chatbot's first order of business is to decipher the user's intent with precision. This initial interaction is critical as it sets the stage for the automated workflow.
For instance, when a user states their need to begin a new task, SIMO’s response is twofold: first, to identify the nature of the task, and second, to determine the requisite information to move forward. It's a proactive approach, ensuring that every necessary detail is captured right from the start.
Creating a New Workflow
When a user intends to initiate a new workflow, SIMO engages in a dynamic dialogue to gather necessary information:
Form Field Inquiry: SIMO prompts the user to provide information for both standard and procedure-specific form fields.
Intent Clarification: If the user's initial prompt is unclear, SIMO asks follow-up questions to ensure the correct workflow is started.
For example, if a user states, "I need to start the onboarding process for a new hire," SIMO would respond by displaying the relevant form fields and asking for details such as the new hire's name, start date, and role if that info was not already provided in the prompt.
Initiating the First Step in a Workflow
Once a workflow is initiated, the user may need to specify further actions:
Action Determination: SIMO identifies the desired action type from the user's prompt.
Field Population: It then requests the necessary custom or default field values to proceed with the action.
For instance, if the user says, I need to start the onboarding process for a new hire and need to assign equipment," SIMO would recognize this as an action step, prompting the user to specify the equipment types and quantities.
Uploading the Document
If the process involves document management, SIMO's recognition skills are crucial:
Document Type Identification: SIMO determines whether a general or specific document type needs to be uploaded based on the user's prompt and the context of the workflow.
File Upload Management: Upon recognizing the user's intent to incorporate a document into the workflow, SIMO facilitates the necessary actions, discerning whether the user intends to manually upload an existing file or to initiate a scanning process to digitize and enter the document into OWIS.
So, when a user mentions, "Upload the signed contract for the new vendor," SIMO not only recognizes the need to upload a document but also identifies the document type as a "signed contract" relevant to the vendor management process.
Document Analysis
For deeper document processing, SIMO's capabilities expand to analysis:
Insight Extraction: OWIS applies OCR and form recognition to extract information from uploaded documents.
Field Mapping: Extracted data is then matched to the appropriate fields within the active workflow.
When a user instructs, "Create new invoice and analyze it," SIMO would proceed to extract details such as invoice number, date, and amounts, ensuring they are correctly mapped to preconfigured form fields.