Stop Copy-Pasting: Smart Forms & Document Validation That Populate Your Systems
Stop Copy-Pasting: Smart Forms & Document Validation That Populate Your Systems
Manual data entry is slow, error-prone, and expensive. With InOne CRM, your forms and documents become a data engine: customers upload once, the system extracts the right fields, validates them against business rules, and updates records automatically. Your team reviews only the exceptions—not every file—so onboarding finishes in minutes, not hours. Start here: Homepage.
How it works: from upload to clean data
Upload. A customer snaps a photo or uploads a PDF (ID, passport, proof of address, form). Consent and purpose are captured up front.
OCR + AI extraction. Names, dates, document numbers, totals, and addresses are parsed into structured fields.
Cross-checks. The workflow validates formats (e.g., passport number pattern), compares extracted values to the form, and runs policy rules (age, expiry, duplicates).
Approve/Reject. High-confidence results pass straight through; low-confidence or policy failures go to a human task queue with highlighted mismatches.
Update records. Approved data writes to the CRM profile, opportunity, or case, with a tamper-evident timeline and a copy of the source file. Explore the building blocks in InOne CRM and ship flows via AI Automation.
Why teams love it
Less rework. Field-level validation catches issues early, reducing back-and-forth.
Cleaner CRM data. Every update is structured, versioned, and traceable.
Happier customers. One upload replaces multiple emails and manual forms.
Audit-ready by default. Decisions, files, and edits are logged with who/what/when.
Flow (at a glance)
Upload → OCR/AI extract → cross-check → Approve/Reject → notify & update records.
You can add channel options (web form or WhatsApp), quiet hours, and escalation owners for sensitive cases.
Guardrails & compliance
POPIA/GDPR-ready: Purpose-specific consent, instant opt-outs, and data minimisation baked in.
Access control: Role-based views and 2FA keep sensitive documents restricted.
Retention rules: Auto-archive or purge older files according to policy.
Human-in-the-loop: Exceptions route to an owner with side-by-side source vs. extracted fields for fast decisions.
KPIs to track
First-pass approval rate (straight-through processing).
Re-upload rate (signal of clarity or image quality issues).
Time-to-complete onboarding (minutes instead of hours).
Exception volume & resolution time by reason (format, mismatch, expiry).
Use dashboards in Reporting to watch trends and continuously tune the rules.
FAQ
Q: Which IDs are supported?
A: National IDs, passports, and common proofs (e.g., address, bank confirmation). You can add custom templates for industry-specific documents.
Q: Where are files stored?
A: In secure cloud storage with encryption at rest and in transit. Access is governed by role-based permissions and protected by 2FA; every open/download is logged.
Learn more: https://aiautomatedsolutions.co.za/
