One Dashboard. Total Document Intelligence
For a multinational corporation, handling vendor documentation through various channels—such as emails, manual uploads, and third-party systems— became more difficult. Real-time monitoring of document intake, performance metrics, and operational effectiveness was almost impossible.
In order to streamline document management, improve visibility, and enable data-driven decision-making, Xtractify intervened to create a unified, AI-driven analytics layer.
Why Traditional Document Management Fails
- Viewing all extracted or uploaded files in one location was impossible due to fragmented systems.
- Inaccurate reporting and delayed updates resulted from manual tracking.
- Shipment analysis and vendor tracking were neither precise or organized.
- The financial impact, PO processing, and user behavior were all invisible to managers.
- Workflow bottlenecks and delayed choices were caused by the lack of real time dashboards.
- The company need a smart, centralized method to get around these restrictions.
The Xtractify Solution: Document Analytics Dashboard
Xtractify created a data visualization dashboard driven by AI that centralized document processing and provided real-time insights for every department.
To provide a 360° operational picture, the solution included automation, KPIs, and visual analytics.
What Xtractify Brings to the Table
1. Document Metrics in Real Time: Keep track of all papers that have been extracted and manually uploaded. viewed and downloaded in real time. Quickly identify performance comparisons and growth trends.2. Analytics for Mail Integration: To find delays or processing spikes, see average mail extraction times using sophisticated trend detection.
3. Overview of the Document: Track the difference between manually uploaded and email-extracted files on a monthly basis.
4. Purchase Order and User Perspectives: Get insight into pending ratios (e.g., 60% PO cleared), cleared orders, and total orders. Monitor user behavior and determine which departments are performing the best.
5. Monitoring Revenue and Finances: For improved forecasting and ROI assessment, compare annual metrics.
6. Analytics for Shipments: Sort shipments by mode (air, sea, courier, FTWZ, and HSS) and use interactive graphs to monitor daily volume trends.
7. Overview of Client Usage: Determine the most productive clients and the least active users to inform resource allocation and engagement tactics.
Results That Redefine Efficiency
| Metric | Before Implementation | After Implementation |
|---|---|---|
| Document Tracking Accuracy | 68% | 100% (Real-Time Tracking) |
| Average Mail Extraction Time | 80 hrs | 45 hrs |
| Reporting Time | Manual (2–3 hrs/day) | Automated (Real-Time) |
| PO Clearance Efficiency | 45% | 60% |
| User Adoption | Limited | 95% Active User Base |
Driving Efficiency Through Intelligence
1. Operational Efficiency: Enhanced automation accuracy and decreased manual tracking.2. Decision Making: Real-time information on document loading, user activity, and PO progress enables informed decision-making.
3. Improved Accountability: Departmental and client accountability was raised by transparent analytics.
4. Scalable Framework: Facilitates workflow automation and predictive analytics.
5. Data Transparency: Complete visibility of each document from extraction to approval.
6. User Empowerment: Teams are able to view dashboards, filter data, and draw conclusions on their own.
7. Integration Flexibility: Consistent data flow through smooth communication with procurement, postal, and ERP systems.
From Reactive to Proactive Document Management
The customer converted its documentation process from a reactive chore to a data-driven intelligence system with the help of the Xtractify Document Analytics Dashboard.
The company has been able to scale its operations with confidence and maximize efficiency because of automation, quicker decision-making, and complete visibility.
Contact us at support@lenteratech.com for help or to find out how Xtractify can simplify your document management.