Author: Ezequiel Heinz

AI Chatbot: Analyze Documents with Fusion Platform
Thanks to its continuous updates, AI chatbots are widely used to revolutionize document management in companies.

In fact, this technology has already been contributing to business efficiency for some time. When it comes to document management, it brings greater organization, security, and accessibility to data.

Fusion Platform uses top AI applications to provide features that extract value from information, speeding up document searches and analysis, ensuring productivity, and offering a more intuitive, user-friendly experience.

Managing technical catalogs and other information can be a major challenge. That’s why you should get to know the AI chatbot available in Fusion Platform and see how this solution works in practice.

What is an AI Chatbot?

AI chatbots are technologies designed to simulate human interaction, either through text or voice conversations. Examples like Alexa and ChatGPT are widely used today.

This solution uses natural language processing techniques to understand what the user is requesting and generate a relevant and accurate response.

AI chatbots are trained with vast data sets, interpreting human language by identifying keywords, synonyms, and even the context of the question.

Once understood, the chatbot algorithms generate coherent and personalized responses for each request.

With machine learning, these virtual assistants improve with every interaction. The more they are used, the more they learn, expanding their knowledge base and offering increasingly personalized responses.

Due to their significance, their use is limitless. Inside companies, they can be employed for customer service, benefit management, satisfaction surveys, personalized marketing campaigns, automation of repetitive tasks, data analysis, and much more.

And, of course, they also streamline document management.

AI Chatbot in Fusion Platform

As an integrated solution within Fusion Platform, the AI chatbot is a powerful tool for optimizing document analysis and management.

Using artificial intelligence, it identifies issues, conducts quick searches, brings relevant information, and instantly translates documents into over 100 languages.

Some of the standout features of the Fusion Platform AI Chatbot include:
- Document Translation
  - Supports over 100 input and output languages.
  - Machine learning and neural network technology (Azure AI).
  - Image recognition and translation (OCR).
  - Translated copies are stored locally, cutting costs. Once a document is translated, anyone accessing it will find the translated version without the need to repeat the translation.
- Document Assistant
  This tool allows users to interact with documents, asking the AI chatbot to perform various functions such as:
  - Summarizing a document or a set of documents (processes).
  - Answering questions about documents.
  - Locating specific information.
With Neomind’s AI Chatbot, you get quick answers to various queries. As a process query assistant, simply ask the Copilot for answers like: “What is the average response time?”

As an inbox assistant, you can quickly get information about which processes are most urgent, or get a quick overview of open tickets.

As a form assistant, request the AI to generate registration forms or identify which forms have certain specifications, like a specific file type.

Custom Chatbots

Thanks to machine learning, the solution becomes more advanced as users interact with it. The knowledge base can be tailored, including specific processes and folders.

With Neomind’s AI, you can index product manuals and quickly provide help desk support.

Users can describe their issues in the chat, and the AI will suggest solutions, like troubleshooting when a viewer isn’t working.

Analyzing Process Information, Indicators, and Automating Decisions

Going beyond specific document analyses, the AI chatbot allows for in-depth analysis of all data. For example, calculating the average time to resolve a ticket.

In process management, the solution can identify bottlenecks, suggest changes and improvements, and generate drafts for activity flows.

The chatbot can also be used to make certain decisions automatically, qualify processes, remove steps (pooling), decide on paths (orchestration), and fill out forms.

Fusion Platform Chatbot in Action

To understand how these features boost productivity and speed up business processes, take a look at how the AI chatbot works within Fusion Platform.

To start using it, first access the documents associated with a specific process. In the Documents section, click on one of the PDF files you want to consult.

Once the document is displayed on the screen, you’ll find AI usage options on the left side of the screen.

Automatic Document Translation

Regarding translation, simply open the original PDF file stored in Fusion Platform’s repository.

Click on the translation icon in the left corner of the screen and select the language to which the document should be translated.

In seconds, the user will have both the original and the newly translated version. Both files are stored in the repository and can be shared with teams and global clients. This makes your content accessible to a much wider audience.

Even complex documents, like manuals, contracts, resolutions, and regulations, are fully translated.

The Copilot

To use Copilot, click on the icon that looks like a robot. In seconds, a chat window will pop up in the right corner of your screen. There, you can ask specific questions and get responses from the virtual assistant.

Based on the document’s data, the chatbot provides guidance and information. The more specific your questions, the more tailored the responses.

For example, when dealing with legal processes, configure the assistant to take on the role of a lawyer.

Easily find out the parties involved, the lawyers, the verdicts, and much more. Simply ask the chatbot!

This functionality can be used across various departments of your company. Use it to analyze documents, gather budget data, extract information from manuals, and much more.

Document Management

The AI chatbot can work in any language when searching and analyzing documents, offering consistent answers in the language of the query.

The solution provides a variety of resolutions to issues, explaining each one, offering helpful tips based on the document analyzed.

Fusion AI simplifies catalog management by offering quick, precise, and multilingual access to essential information.

By combining these functionalities, decision-making is enhanced, problem resolution is sped up, and preventive maintenance is improved.

Transform the way you manage technical information, making navigation and action easier for your team or clients—no matter where they are.

Adopt Fusion Platform, a complete solution for document, process, indicator, and risk management. Analyze stored documents and send fully translated versions for digital signatures.

Don’t waste any more time—try Fusion Platform and use technology to transform your business for the better!
10/12/2024
The Benefits of process standardization

When managing your company, have you noticed that a certain team or employees achieve better results when they focus on performing the same processes?

The lack of standardization, on the other hand, causes performance to vary. If the way how a set of activities should be carried out is not clearly described, it’s up to each team or employee to find out to perform each task.

Regardless of the company’s size or sector, efficiency and consistency are essential for business growth and development.

In this sense, process standardization can be considered the key that unlocks the way to operational efficiency, driving innovation, and ensuring product and service quality.

The method will ensure that the best way to execute a process is stipulated and documented so that everyone who performs it follows the same procedures. Similarly, it avoids variations in problem-solving approaches, bringing more predictability.

Much more than simplifying operations, process standardization increases adaptability and enhances sustainable business growth. All of this is achieved through proper resource utilization, workflow agility, and results maximization.

In this ebook, we will explain in detail everything related to process standardization, its benefits, and best implementation practices.

By the end of it, you will understand how companies gain competitive advantages, increased profitability, and strengthen their brand in the market when they adopt processes standardization.

Keep going, and enjoy reading!

What is process standardization?

Process standardization is nothing more than organizing and formalizing, through documentation, a standard way for all activity flows to be carried out in the same manner.

The objective of process standardization is for all employees to follow the same model for task execution. In other words, every time a certain activity flow occurs, it will follow the same guidelines.

In general, by creating a standard model, the involved and related parties have knowledge of the steps to be followed, their responsible parties, executors, which tools should be used, what is expected as a result, and the deadlines for each step’s execution.

This formalization requires management to understand their processes’ objectives, their level of complexity, and their importance. Even if there are several types of activities necessary for a business to run properly, those directly related to the core business and that generate value for the customer deserve greater attention and focus.

An important aspect provided by process standardization is enabling performance data analysis and compliance assurance. By having a manual about the process, it is more straightforward to check if the practice aligns with the established planning.

It is also easier to identify similar problems or potential risks. And finding a unique and ideal solution that should be implemented throughout the organization as well.

Since process standardization requires an in-depth analysis of the company’s routine workflow, it is common for redundant activities to be eliminated and performance to increase. The sequence of activities needs to be optimized to maximize results.

Adopting technological solutions, such as end-to-end management tools, increases company efficiency, provides accessible management, and operations control.

Do you want to know more about this benefits? Download the full ebook and check it out:

30/04/2024
Benefits of Process Mapping for Finance Departments

Technological innovation impacts economic and social relationships, altering communication and interpersonal connections. As globalization advances, it’s crucial for companies to seek competitive advantages and to align their actions with new market contexts. Considering the speed of information and the need to anticipate consumer trends, making quick decisions is a fundamental part of any business’ expanding efforts. In response to the organization’s need for rapid access to information, the concept of Business Process Management (BPM) comes into play, enabling a comprehensive visualization of activities across various departments and business branches.

BPM and Process Mapping

BPM and Process Mapping Business Process Management (BPM) encompasses the entire workflow carried out to deliver a product or service within an organization’s internal process. Its goal is to standardize those processes, and involves understanding routines, goals, tasks, and the whole business model. BPM aids in mapping and establishing a logical procedure flow, identifying bottlenecks, minimizing operational errors, and optimizing time, eliminating redundant work and unnecessary expenses.

The use of this concept allows for a clearer view of each detail in the operation. Process optimization provides greater administrative control to managers, as information becomes organized, facilitating a better understanding of the business’s gears and consequently more strategic decision-making. Process management also aids information to flow within the team, allowing employees to monitor processes they are involved in and evoluate each activity’s progress.

The Importance of Information Organization in the Finances Department

One of the most critical departments in any enterprise is Finances. Poor management here can compromise cash flow, distort the actual business revenue view, lead to missed payments of tax obligations, strain relationships with clients and suppliers, and even affect credit approval with external financial institutions. Lack of finances control results in numerous negative consequences, from obligations and rights to relevant documents for each financial transaction.

With process and document management, multiple users can interact with the process socially and collaboratively. For instance, accessing payments made due to purchase requests, viewing payroll, managing reimbursement requests for travel, or even checking monthly sales commissions. Processes can be created and linked to various areas within the finances sector, limiting access to information only to what is relevant and to selected employees.

Since the finances department cares deeply about anything involving financial resources, we have developed a Return on Investment (ROI) calculator to demonstrate how automating processes can also be financially beneficial.

Benefits of Using BPM in the Financial Sector

In the decision-making process, a small choice can result in significant losses. In the face of such risk, the database of analyses must align with the business’s reality. Centralization of information increases speed and security, leading to cost reduction and optimizing payment and receivable management.

To reduce process bottlenecks, the procedure needs to be systematic and integrated, allowing more effective internal communication between departments, creating an internal history where stored data can be organized in various ways. Automation reduces errors, reallocates professionals to strategic activities, and optimizes time for tasks that can be done more quickly and securely.

Financial Processes at Neomind: How We Do It

For financial process management, we use the BPM module of the Fusion Platform. We automate processes for contract requests, commission requests, purchase requests, travel or reimbursement requests, and our invoicing request flow. Consider the last one:

In this flow, the process starts with an invoicing request from the requester. The process then moves on to financial analysis. If approved, the process remains with finances for invoicing. If not, the activity goes back to the requester for a data reassessment. Upon reassessment and continuation, the activity returns to the department.

When invoicing is completed, a notification for acknowledgment is sent to the requester. If the invoicing flow has multiple installments, a message will also be sent to the requester during the penultimate installment invoicing.

With the simplicity of activity visualization, all involved professionals know which stage the process is in. Thanks to the BPM module’s integration with Document Management (GED), all documentation is stored on the platform.

Conclusion

With a reliable source of valuable data generating solid managerial reports, and skilled professionals making optmized use of that information, we gain time for informed decision-making. In such a competitive scenario where time is money, BPM gives us the power to anticipate and predict behaviors with our great ally, technology.

Improving the connection between people, tools, and tasks leads to greater operational efficiency, cost reduction, data accuracy, error reduction, and communication failure reduction. Simultaneously, there is an increase in outsourcing and the realignment of professional profiles.

Investing in management software that meets your business’s characteristics is necessary to ensure information quality and pave the way for the organization’s success. Want all these benefits in your finances department? Try Fusion Platform for free for 15 days and make your processes much faster and more agile.

16/01/2024
Technology Readiness: why and how to measure it
Within a context of growing technological advances, optimizing processes and streamlining demands are two fundamental factors to boost corporate revenues.

Analyzing which processes and procedures demand more time and have more inconsistencies brings us indicators that highlight gaps to be worked on and obstacles that prevent our goals to be achieved and our revenue boosted.

Measuring the technology readiness, or maturity, level of your corporation, processes, and tools is a great way to raise points of attention and guide departments to take the necessary actions about them.

Technology readiness can be defined as the evaluation and measurement system of the company’s processes and used technologies, so it’s possible to see the different values obtained in the various areas and reallocate actions as needed.

Why and how to measure it?

For a corporation to optimize processes and evolve, it’s necessary to understand how to manage the analysis itself, because it will be the basis for decision-making. The analysis needs to be objective and collect only the necessary data so that the understanding of the decision-making is assertive and clear.

Some factors that can slow the development of demands are a lack of communication between teams, broken processes that run part physical and part digital, reworking, loss of information, and too many tasks or tasks that could be performed in previous stages.

Once bottlenecks like those are mapped out, we move to the part where the information is reviewed and undergoes new assessments, and it’s worth noting that seeking externally what the market posture is in relation to flow optimization and technology readiness enables the organization to see where it stands and where it can go.

5W2H and how the tool can help in management

There are some tools that allow a more assertive control of this type of analysis, allowing reviews from time to time, so we know if it’s still valid to execute the same action plan. One of these tools is the 5W2H method, which is comprised of seven questions: What? Why? Where? When? Who? How? and How much?

Before even taking the next steps, the process area or sector responsible for this analysis needs to list the reasons for this action:
- What am I doing?
- What is the reason for this decision?
- Where will the analysis take place?
- When will it start?
- Who is involved?
- How will it be executed?
- And, also an especially important factor for companies: How much will it cost?
This issue is aggravated because the procedure aims, precisely, to optimize processes and increase profit. The mapping of technology readiness is a long-term investment, but in the short term, it can give signs of whether it’s having the expected effect.

With data in hand, it’s time to structure it, so the corporation will have a notion of where it stands and where it can go. An example of that is the Analytics module present in Fusion Platform, with which it’s possible to generate reports, charts, and filters to observe the progress of digital flows, see where it takes more time for execution, and thus make a decision based on accurate data. With easily accessible digital information, it’s possible to follow the project’s evolution continuously and go on modeling. Over time, efforts are better directed, enabling a more assertive investment of time and resources.

To mature technologically is to open the doors to new possibilities, knowing that not only the structuring of processes, but also the execution of each of their procedures, will gain a new aspect, and thus maximize results and consequently customer satisfaction.

Using the TRL tool

Besides 5W2H there is a framework called TRL (Technology Readiness Level), which was developed by NASA in the 1970s, in order to identify the level of its maturity and thus avoid losses of billions. Over time, the assessment method has spread around the world. The framework evaluates the key points that impact the final process, generating results that show the management where the action plan can be applied. This tool is divided into nine levels that are also divided into larger groups.

In conclusion

Finally, maturity comes with the re-evaluation of processes seeking optimization, qualification, and increased gains, generating efficient demands that do not generate rework and damage to the corporation. With this, the organization is taken to another level where its focus is on developing new projects instead of reworking old processes that previously did not have their flows coherent.

Adopting Technology Readiness allows the company to focus on its core business, improving existing processes and having alternatives to create new processes.

Take advantage of our comments area, and tell us how this process happens in your company! Do you have any questions? Write to us, we want to help you understand Technology Readiness.
12/04/2022

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