Business supplies and services: AI enquiry assistant for document digitisation companies
An AI enquiry assistant for document digitisation companies that answers clients about file structure, index fields and project arrangements using only approved information, and hands doubtful cases to a person.
Which questions document digitisation companies keep getting.
After a scanning project is delivered, document digitisation companies get questions from people who were not involved in the enquiry. A staff member looking for a file cannot make sense of the file name. An application manager wants to know which index field goes where on import. Someone asks why a document seems to exist twice when it is actually a separately scanned attachment. The project lead answers by email, often long after the project closed. An assistant can explain the agreed layout, provided it draws only on approved project documentation and leaves questions about missing items or errors to a person.
AI enquiry assistant for document digitisation companies
Example- 1
Project documentation as the source
DoneFor each project, the approved arrangements become the source: file name structure, index fields and their meaning, folder layout, how attachments and large formats were handled and the handover list.
- 2
Link the question to the project
In progressThe client uses a link tied to their project, so the assistant knows which arrangements apply.
- 3
Explain or hand over
NextFor explanatory questions the assistant answers with a reference to the project documentation.
From question to answer or colleague.
Project documentation as the source
For each project, the approved arrangements become the source: file name structure, index fields and their meaning, folder layout, how attachments and large formats were handled and the handover list. General explanations of how you work sit separately. Anything not in those sources, the assistant does not answer.
Link the question to the project
The client uses a link tied to their project, so the assistant knows which arrangements apply. It recognises whether a question is about reading a file name, an index field, the folder structure or something that may be missing, and searches the matching source.
Explain or hand over
For explanatory questions the assistant answers with a reference to the project documentation. If the question concerns a possibly missing document, an indexing error or a request to rescan a file, it passes the question with the project details to the project lead and tells the person asking that someone will be in touch.
On your own information, with a person behind it.
Project arrangements at scanning bureaus usually live in the quote, a specification document and the handover list. Once approved, those documents become the assistant's source. Handed over questions arrive in the project team's task system or mailbox. The client remains owner of their own document management system and the content of the files; the assistant has no access to the scanned documents themselves, only to the explanation of how they are organised.
Access to scans or explanation only
An assistant able to search the scans could answer more, but would gain access to sensitive content. Explaining only the layout is safer and covers most questions. Anyone looking for a specific file does so in their own system, using the assistant's explanation of how the file name is built.
After delivery only or during the project
During a project, questions usually go through the project lead and the portal. After delivery there are more users at the client who do not know whom to ask. The emphasis is therefore after delivery, though the assistant can already answer questions about the agreed layout while the project runs.
One assistant or one per client
Every client has its own layout, and an answer that is right for one is wrong for another. So the assistant works per project with its own sources. General questions about how you work can be shared, but every explanation of file names and index fields comes from that specific project's documentation.
What the AI assistant may answer.
The assistant starts with one completed project: the approved documentation as its source, a project link for the client's staff, answers with references and escalation for questions about missing items or errors. Before the link is shared, we test it together against ordinary questions about file names and against a report that a file seems incomplete. Running projects are added afterwards, and frequently escalated questions go into the documentation.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan the assistant see what is in the files?
No. It works only with the arrangements on layout, fields and file names. The content of the scanned files stays in the client's system, so the assistant can explain how to find a file without seeing sensitive data itself.
What does it do with a report of a missing page?
It explains how attachments and separately scanned items were handled in the layout, because a page is sometimes filed elsewhere. If the question remains, it passes the report with the file reference to the project lead, who checks the batch card and the scans.
Who decides which documentation the assistant uses?
The project lead. They approve the sources per project and can change them if something proves unclear. A change applies straight away to every subsequent answer. Drafts and internal notes are never used as a source.
Can the client's staff ask questions without an account?
Yes, through a project link the records manager shares internally. The assistant asks for no personal details beyond a name or department when a question is handed over, so the project lead knows whom to contact about the answer.
What often connects to this.
- Enquiry form for document digitisation companiesAn enquiry form for document digitisation companies that captures box volume, document structure and the desired file layout, so a scanning project can be assessed before anyone visits the archive.
- Website for document digitisation companiesA website for document digitisation companies that explains scanning services, indexing options and the handling of originals clearly enough for a records manager to recognise their own project before enquiring.
- Quotation software for document digitisation companiesQuotation software for document digitisation companies that prices page count, preparation and indexing fields separately, so a client sees which choices drive the cost of their scanning project.
Questions answered, also after hours.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com AI enquiry assistant for document digitisation companies: questions on file structure and index fields answered from approved project information.
- Project documentation as the source
- Link the question to the project
- Explain or hand over