Automated AI Driven Transcript and Document Processing Workflow

Automated Transcript and Document Request Processing

1. Request Initiation

1.1 User Access

Students or authorized personnel access the online portal to submit transcript and document requests.

1.2 AI Chatbot Interaction

An AI-driven chatbot, such as Zendesk Chat or Intercom, engages with users to guide them through the request process.

2. Information Collection

2.1 Data Input

The chatbot collects necessary information, including student ID, requested documents, and delivery preferences.

2.2 Form Validation

AI algorithms validate the input data for completeness and accuracy, utilizing tools like Google Cloud Natural Language API for text analysis.

3. Request Processing

3.1 Automated Workflow Trigger

Upon successful validation, the system triggers an automated workflow using tools like Zapier or Integromat to manage requests.

3.2 Document Retrieval

AI systems, such as IBM Watson Discovery, search and retrieve requested transcripts and documents from the database.

4. Quality Assurance

4.1 AI Review

AI tools perform a quality check on the retrieved documents to ensure they meet predefined standards.

4.2 Human Oversight

In cases of discrepancies, a human supervisor is notified to manually review the documents.

5. Delivery of Documents

5.1 Automated Notification

Once processed, an automated notification is sent to the requester via email or SMS using platforms like Twilio.

5.2 Document Delivery

Documents are securely delivered through the portal or via email, utilizing encryption for data protection.

6. Feedback and Improvement

6.1 User Feedback Collection

Post-delivery, the AI chatbot prompts users for feedback on their experience to identify areas for improvement.

6.2 Data Analysis

AI analytics tools, such as Tableau or Power BI, analyze feedback data to enhance the workflow process.

7. Continuous Improvement

7.1 Process Review

Regular reviews of the workflow are conducted to incorporate new AI advancements and improve efficiency.

7.2 Training and Development

Staff training sessions are held to familiarize personnel with new tools and updates in the automated system.