Overview
A workforce services firm responsible for handling large volumes of employee verification requests transformed their review process using CloudFiles' Document AI. By extracting employee PII, payment information, and long salary tables as structured line items, the team accelerated approvals, eliminated manual errors, and unlocked new reporting capabilities.
Business challenges
- Unstructured employee verification docs – information like employee ID, certifications, and payment history was scattered across multiple formats, making consistent extraction difficult.
- Multiple data points for verification – each request required accurate capture of PII and financial data for decision-making; manual entry delayed approvals and increased error rates.
- Large, multi-page salary tables – salary records spanned months or years across multi-page tables and were historically ignored due to extraction complexity.
Solution
- Automated file processing on upload – documents uploaded via email-to-case triggered immediate AI processing, eliminating manual delays.
- Contextual data extraction into Salesforce fields – AI parsed unstructured documents and filled key fields like employee details, payment data, and certifications.
- Accurate table-to-line item extraction – AI extracted multi-column salary tables into line items under the main Salesforce record, enabling detailed reporting.
- New reporting capabilities – line item data powered new dashboards and analytics previously unavailable.
Business challenges, in depth
Handling diverse document formats, extracting critical information quickly, and making use of large salary tables required a more scalable and intelligent approach to keep up with growing verification volumes.
How CloudFiles solved it
CloudFiles introduced a fully automated document workflow, instantly processing uploaded files, extracting key data fields, and converting large salary tables into structured line items.
Rollout & secondary impact
The rollout was quick, seamless, and designed to fit right into existing workflows, delivering value from day one.
Week 1-2: development
Deployed AI for basic field extraction and Salesforce mapping, running alongside the current workflow so users could compare AI outputs with manual inputs without interrupting operations.
Week 3-4: testing & tuning
Introduced advanced prompt refinement to handle varied document formats, using real document samples to fine-tune accuracy and contextual understanding.
Instant adoption
Targeted training sessions ensured the team could confidently validate and override AI-suggested matches when needed, leading to fast adoption across the team.
Impact & results
Integrating CloudFiles' Document AI into the verification workflow achieved faster turnaround, deeper reporting capabilities, and higher data quality.