Scanned and emailed documents are read by OCR, identified by type, and filed to the right client record — with no manual sorting.
Typical results
Seconds
to find any document
100%
of documents labeled automatically
−95%
misfiled documents
Figures reflect typical results for this kind of automation.
The challenge
Policy documents, forms, and correspondence piled up and had to be sorted and filed by hand, which delayed access and led to misfiling.
Before and after
Filing time per document
−56%Time to locate a document
−97%Misfiled documents per month
−95%The automation
We built a flow that collects documents from the scanner and inbox, reads and labels each one with an OCR and AI step, and attaches the file to the matching policy in the CRM.
How it works
- 01
Documents collected
Scans and email attachments flow in from the scanner and the inbox.
- 02
OCR reads each file
An OCR step turns every scan and PDF into readable text.
- 03
AI identifies the type
Each document is labeled — policy, form, correspondence — automatically.
- 04
Matched to the client
The document is linked to the right client and policy in the CRM.
- 05
Filed and findable
The file is attached to the matching record, searchable and retrievable in seconds.
Starts from
- Scanned docs
- Email inbox
Delivers
- Filed in CRM
The impact
Filing time fell by about 55%, and staff can find any document in seconds.
Questions about this automation
What types of documents can the flow identify?
It labels each file by type, such as policy schedules, claim forms, signed applications and general correspondence. The categories are set with the team, and the AI step uses the text from OCR to pick one. Files it can't identify with confidence go to a short manual review list.
How does each document get matched to the right client?
The flow looks for identifiers in the text, such as a policy number, an ID number or the client's name, and searches the CRM for the matching record. When it finds one, the file is attached to that client and policy. If two records match or none do, staff confirm the match.
Does it work with both paper scans and email attachments?
Yes. Scans from the office scanner and attachments from a shared inbox go into the same flow. OCR turns images and PDFs into readable text first, so a scanned form and an emailed PDF are handled the same way and both become searchable in the CRM.