Case study
How a medical legal services firm achieved 99.9% faster document processing with CloudFiles, extracting 100+ data points from forms
CloudFiles significantly improved legal document workflows by automating data extraction from high-volume medical forms and managing bulk document splitting, achieving better speed, accuracy, and secure compliance management.
Legal servicesMedical lawDocument AI
Overview
A medical law firm specializing in physical and emotional injury cases transformed its document processing pipeline using CloudFiles' Document AI. With high-volume form intake and extensive compliance documentation, the firm leveraged AI to extract 100+ data points into Salesforce and auto-split bulk compliance documents, enhancing speed, accuracy, and operational efficiency.
Business challenges
- High-volume intake forms – each contains over 100 critical data fields, including sensitive personal and medical information.
- Manual extraction – led to bottlenecks and frequent errors.
- Consolidated compliance documents – bulk files received from partners needed to be split and restructured for internal auditing.
- Data security – stringent data security and access requirements.
Solution
- Mass extraction from medical forms – 100+ fields auto-extracted into Salesforce custom objects using Document AI.
- Custom prompts for complex forms – dynamic handling of special field types and rare templates.
- AI-powered splitting of compliance docs – bulk PDFs split, renamed, and routed based on context, automated from start to finish.
Business challenges, in depth
As the legal team expanded and case volumes grew, their document workflows needed to evolve, especially in these areas.
Processing high-volume medical intake forms
"Each intake form contains over a hundred fields – from personal details and injury descriptions to medical history and witness information. Reviewing and extracting this manually was slowing down the entire pipeline." Delays in extraction impacted the speed of conflict evaluation and claim preparation.
Ensuring accuracy for sensitive medical data
"We couldn't afford errors. Even a single wrong date or diagnosis could cause delays in legal proceedings or misinformed settlements." Manual errors, especially in date fields and long-form text, were frequent and costly.
Splitting consolidated compliance documents
"We receive massive compliance files from external partners. Each file contains multiple sections that need to be processed separately by different teams – but sharing the entire document poses a security risk." Manual splitting was time-consuming and error-prone.
How CloudFiles solved it
The firm implemented CloudFiles' Document AI to streamline and modernize its document workflows, bringing scalable automation to data extraction and compliance handling.
Mass extraction from medical intake forms
CloudFiles' AI is trained to recognize and extract 100+ fields from structured and semi-structured medical forms, mapping extracted data to Salesforce custom objects in real time and improving extraction accuracy for sensitive data like dates, addresses, and diagnosis notes.
Customizable prompting for special cases
For edge cases or unusual form structures, CloudFiles enabled customized AI prompts embedded in Salesforce flows, letting users intervene to correct edge cases without leaving Salesforce, with special fields flagged for review.
AI-based splitting of compliance documents
Bulk compliance documents were automatically parsed and split into individual PDFs, renamed based on AI-identified section titles, and routed to the correct SharePoint folders and linked to relevant Salesforce records.
Rollout & secondary impact
Adopting AI-driven document workflows was smooth, fast, and fully integrated into existing systems – from manual to automated in under a month.
2-week development
Extraction and splitting flows were designed and deployed within 14 days.
2-week testing
Rigorous QA and test cases ensured field-level accuracy and compliance-readiness.
Instant adoption
The intuitive integration inside Salesforce led to immediate adoption across teams.
Immediate ROI
The firm saw measurable time savings and accuracy gains within the first week of going live.
Impact & results
CloudFiles' Document AI delivered a substantial boost to efficiency, compliance, and speed.
99.9% reduction in document processing time
Manual form extraction and document splitting previously took up to 1 hour per case; after CloudFiles, AI completed the same tasks in under 30 seconds. Across 500 cases per month, that's roughly 492 hours saved monthly – nearly complete elimination of manual time investment.
20% faster compliance audits
Large documents previously took auditors days to review; AI-split and labeled files accelerated navigation and review.
100% adoption and instant ROI
The intuitive integration inside Salesforce led to immediate adoption across teams, with measurable time savings and accuracy gains within the first week of going live.
