AI in documents: adding data to relation files

🪄 This article is about AI features

This feature uses artificial intelligence (AI) to extract data from documents and enrich relation files.

• AI features are currently available free of charge during the testing phase
• In the future, we will work with a credit-based pricing model 
• AI is not enabled by default and is activated on request

💡 Would you like to use this AI feature? Create a support ticket to have it activated for your environment.

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With AI, AdminPulse can read information from documents and use it to automatically complete data in the relation file, including fiscal and identity data.

In this article, you will read which documents are currently supported, how AI uses them to enrich data, and how to run this action.

When is AI for documents especially useful?

AI for documents is especially useful when you regularly receive documents whose information also needs to be added to the relation file.

Typical examples are:

• vehicle documents from clients
• lease or loan contracts
• scans and photos of identity cards

Instead of typing this data manually, AI helps you add relevant information to the relation file quickly and in a structured way.

This results in:

• time savings in administrative processing
• fewer errors caused by manual entry
• faster access to correct fiscal and identity information

👉 You always keep full control:
you decide which documents you want AI to process and when you start the AI action. You can also edit the created data afterwards.

What does AI do with documents in AdminPulse?

AI helps you extract relevant data from documents and use it to create or complete items in the relation file.

At the moment, AdminPulse supports the following types:

• Vehicles
  AI can automatically create or update a vehicle based on documents of the following types:
  • Vehicle – Invoice
  • Vehicle – DIV
  • Vehicle – Registration request
  • Vehicle – Registration certificate
  • Vehicle – Road tax assessment notice
  • Vehicle – Certificate of conformity
• Loans
  AI can automatically create or update a loan based on documents of the following types:
  • Contract
  • Contract – Loan
  • Contract – Leasing/Renting
  • Loan repayment table
• Identity cards
  AI can extract data from ID scans and photos and use it to complete identity data in the relation file based on documents of the following types:
  • eID
  • eID Photo
• Real estates
  AI can automatically create or update real estate based on documents of the following types:
  • Real estate
  • Contract - rental agreement

Where can you use AI on documents?

You can use AI on documents in different places in AdminPulse. The method you choose depends on what you want to do at that moment.

• From the fiscal section of a relation file
  Use this method when you already know for which relation you want to create or edit a fiscal item, such as a vehicle, loan or real estate.
• From Documents
  Use this method when the document is already in AdminPulse and you want to extract data from there.
• Via a Batch operation in Documents
  Use this method when you want to process multiple documents at once.

👉 In all cases, the correct document type remains important. The document type determines which data AI tries to recognise in the document.

💡 You always use AI on documents as a deliberate action. So nothing is read automatically without your confirmation.

Use AI from Documents

You can start AI from a document in AdminPulse. Use this method when the document has already been added and you want to extract data from there.

Here is how it works:

1. Upload the document and choose the correct document type

Upload the document in AdminPulse, link it to the correct relation, and then select the correct document type.

👉 This step is important: the selected document type determines which data AI will recognise and process in the document.

2. Run the AI action

After uploading and classifying the document, you can run the ‘Extract data (AI)’ action via the button with the magic wand icon.

A pop-up appears indicating that this AI feature uses credits. More information is available here: Credits and costs: what can you expect?

AI then analyses the document and uses the recognised data to:

• create a new vehicle 
• create a new loan 
• create new real estate
• complete identity data in the relation file

💡 Does a matching vehicle, loan or real estate already exist? Then AI updates it instead of creating a new item:

• vehicles based on chassis number and, where possible, also license plate number
• loans based on reference
• real estate based on the cadastral parcel number

3. Review the results and adjust them where needed

After the AI action, always review the results. This way, you keep full control over what is ultimately saved in AdminPulse.

How you do this depends on the type of data:

Vehicles, loans and real estate (fiscal)

The created or updated data appears in the Fiscal section of the relation file. Via the information icon next to the vehicle, loan or real estate, you can:

• complete or change data
• remove certain information or choose not to use it

This way, you decide which data is ultimately kept.

Identity data

When an ID scan or photo has been processed by AI, the relation’s identity data is updated.

You can review these changes in the audit log of the relation file.

Use AI for multiple documents via the Batch operation

Would you like to process multiple documents at once? Then use the Batch operation ‘Extract data with AI’ in Documents.

This allows you to read and process relevant information from several selected documents at once in the correct relation files.

Proceed as follows:

1. Filter and select the documents you want to process.
2. First, use the Batch operation ‘Change type’ to set the correct document type on the selected documents, for example eID photo, Vehicle – Invoice or Contract – Loan.
3. Then link the correct relation via the Batch operation ‘Add / remove relations’ or one by one.
4. Next, run the Batch operation ‘Extract data with AI’. AdminPulse will then extract the relevant data and process it in the linked relation files.

👉 The same applies here: the correct document type and the correct relation are required for the AI action to work properly.

Use AI from the fiscal section of a relation file

When you create or edit a fiscal item in a relation file, you can immediately link a document to it and have it read by AI. This is useful when you already know which relation the document belongs to.

Examples:

• you receive a registration certificate and want to create a vehicle straight away
• you receive information about real estate and want to process that data straight away

Proceed as follows:

1. Open the relation file and go to the Fiscal section.
2. Create a new fiscal item or open an existing item that you want to edit.
3. Add a document under Documents. You can upload a new file or link an existing document from AdminPulse.
4. Check the document type and adjust it if needed.
5. Click the magic wand icon to extract the data with AI.
6. Review the extracted data in the window and adjust it where needed.
7. Save the fiscal item.

Points to keep in mind when using AI on documents

• Today, AI only helps with supported document types.
• Is AI recognition missing for a certain document type or scenario? Then you can let our support team know.
• A document can only be read once. If you try again, the following message appears: ‘Data extraction has already been completed’.
• If AI is not confident enough when extracting information, that information is not added to the relation file.
• The quality of the result depends, among other things, on:
  • the readability of the document
  • the structure of the file
  • the quality of scans or photos
• AI helps with enriching data, but it does not replace content review.
  👉 Always review the extracted information and adjust it where needed.
• By default, AI can be used by all users, except users with the standard role ‘Registration only’.
  If you work with custom roles, you can limit access through the ‘AI’ functionality.

💡 Good to read

• You can read more about the fiscal section of a relation file in this article: The relation file - Fiscal section
• You can read more about AI credits and possible future costs here: Credits and costs: what can you expect?
• You can read here how to upload documents to AdminPulse: Adding documents
• You can read more about the Batch operation for documents here: Documents - Batch operations