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      Automation Agents including Master Data

      Learn how to automate data input matching by comparing with master data and filling in relevant fields automatically.

      Automation Agents including Master Data

      Learn how to automate data input matching by comparing with master data and filling in relevant fields automatically.

      In intelligent document processing, automation agents with master data input matching allow you to enrich documents by pulling additional data from a master data table based on e.g. document type identifiers. This functionality eliminates the need for manual data entry by automatically filling in fields based on predefined criteria.

      Overview of Master Data Matching

      When documents are uploaded into the Parashift platform, the automation agent compares the identifier with a master data table. If a match is found, the agent retrieves additional data from the master data table and automatically populates fields within the document. This streamlines workflow by ensuring that data is correctly filled in without manual intervention - it also works with other conditions or without any condition. In this case we use the document type matching as example:

      How It Works with

      1. Document Type Matching
        Each document type has a unique identifier stored in the master data table. When a document is processed, the automation agent checks if the document’s identifier matches any entry in the master data.
      2. Automation Agent Process
        The automation agent is triggered whenever a document is uploaded. The following process occurs:
        • The document type’s identifier is extracted.
        • The agent checks if this identifier exists in the master data table.
        • If a match is found, the agent pulls all the relevant columns from the master data table and automatically populates the fields within the document.
      3. Filling Document Fields Automatically
        Once the matching identifier is found in the master data, the automation agent automatically fills in the corresponding fields in the document based on the master data columns. This eliminates the need for manual entry and ensures accuracy.

      Requirements

      • Master Data Table:
        The master data table should contain document types and their associated identifiers. Each document type must have a unique identifier corresponding to an entry in the master data table.
      • Document Type Identifiers:
        Each document type should have a clearly defined identifier. In this case, KDLVL3CODE is the selected identifier for comparison.
      • Automation Agents:
        An Automation Agent has to be created where the corresponding conditions and actions are defined. 

      Example Workflow

      1. Document Upload:
        A document is uploaded to the platform with a document type that contains an identifier.
      2. Matching Process:
        The automation agent automatically checks if the document’s identifier matches any identifier in the master data table.
      3. Data Retrieval:
        If a match is found, the agent retrieves additional data from the master data table and populates corresponding fields within the document.
      4. Document Processing:
        The document is then processed with the automatically populated data. If the document is ready for archiving, it can be stored in the Document Management System (DMS) with the enriched data.

      Advantages of Using Master Data Input Matching

      • Time Savings:
        Automating the process of filling in document fields by matching identifiers with master data saves significant time compared to manually entering data, especially when dealing with large volumes of documents.
      • Increased Accuracy:
        The automated matching process ensures that the data entered into the document is accurate and consistent, reducing the risk of human error.
      • Streamlined Workflow:
        The process of matching master data and filling in fields can also be performed within a DMS system. However, using this feature within the Parashift platform speeds up the workflow significantly, as it happens automatically upon document upload.
      • Scalability:
        Once the master data table is created, you can simply upload documents into the platform without needing additional manual interventions. The automation agent will handle the data matching, making the process scalable.

      Steps to Set Up Automation Agent with Master Data Matching

      • Create or Import Master Data Table:
        Ensure that the master data table contains the relevant identifiers and data columns that need to be matched with the documents.
      • Define Document Type Identifiers:
        Set up the document types and ensure each one has a unique identifier that will be used for comparison.
      • Configure the Automation Agent:
        Configure the automation agent to check the document type identifier against the master data and fill in the corresponding fields. For our example, we do not need to define any conditions since the document type must be compared with the master data. We have to define the action, where we must select what table to use for the comparison, what information should be compared in the master data and what fields need to be filled.

      • Upload Documents:
        Once the agent is configured, simply upload the documents. The automation agent will automatically match the document identifiers with the master data and fill in the fields.

      Need Help

      If you encounter any issues or need further guidance, feel free to contact us at support@parashift.io. Our support team is available as part of your support package.