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2. Automated Form Filling (Data Extraction)

The Challenge​

The need to manually transfer structured/ unstructured data from one source to another creates inefficiencies in workflows. For instance, users might receive booking confirmations via email and then have to painstakingly extract the relevant details—dates, addresses, room types—and input them into a booking system or internal form. This process can lead to mistakes such as typos, misread information, or simply forgetting to input certain data points, which can cause delays and negatively impact customer experience.

This challenge is especially prevalent in industries like travel, finance, and customer service, where accurate data entry is critical. When employees or customers have to copy and paste information from unstructured sources such as emails, receipts, or documents, the chances of errors increase, and the overall user experience declines.

Key Problems:​

  • Time-Consuming: Users must manually input data from emails/documents.
  • Prone to Error: Manual input increases the risk of inaccuracies.
  • Inefficiency: Redundant processes slow down workflows and reduce productivity.

Gen AI Solution​

Gen AI offers a solution to this problem by automating the extraction of structured data from unstructured sources such as emails, documents, PDFs, or even web content. With AI-powered extraction techniques, the system can identify key information (e.g., dates, locations, customer details) and automatically input this data into the appropriate fields of a form. For example, after receiving an email confirmation for a hotel booking, the AI can extract details like check-in and check-out dates, the hotel name, and the booking reference number, and then populate these fields in a booking form.

The AI system uses Small Language Models to parse the unstructured data accurately. This allows it to handle a wide variety of formats—whether it’s pulling structured data from text messages, emails, paragraphs and tables. The extraction is fast, efficient, and adaptable to different contexts, providing seamless form completion without manual intervention.

Key Benefits:​

  • Efficiency: Automated extraction speeds up form filling.
  • Accuracy: AI reduces the risk of manual entry errors.
  • Convenience: Users no longer need to manually search for and input data.

Illustration​

  • Before (Anti-Pattern): Users receive emails or documents and must manually copy details such as dates, addresses, and names, then paste them into the appropriate form fields seperately. This process is slow and prone to errors.
  • After (AI-Powered): Gen AI automatically extracts the relevant information from the copied full text and auto-fills the form fields with accurate data, saving time and reducing errors.
Manual Data EntryAI-Powered Data Extraction
Users manually copy and paste data into formsAI extracts entities from text, automatically filling forms
High potential for data entry errorsAI ensures data is accurate and error-free
Time-consuming and repetitiveFast, automatic, and consistent data extraction

By implementing Gen AI-based data extraction, organizations can streamline their form-filling processes, reduce the burden of manual data entry, and significantly enhance both user and operational efficiency.