-01%20(Custom).png?height=120&name=Rose%20Rocket%20Logo%20(Alternate)-01%20(Custom).png)
AI-powered Databot allows users to automate order creation or quote entry by uploading documents, PDFs, or email import. With AI-powered data processing, users can easily verify and compare the extracted information with the original document.
Table of Content
Import Data via Document Upload
What is DataBot?
DataBot is an AI-powered order scanner that scans documents like rate confirmations and quote requests and turns them into orders in Rose Rocket. DataBot is well-loved for cutting down order entry time into seconds.
With our OCR capabilities, Rose Rocket will accept order documents from any customer. In addition, the document imported can be a PDF, JPEG, or PDF in the app (only PDF if forwarded via email. See below for details).
Key Features
- Real-Time Data Extraction: Automatically processes PDFs or image attachments (JPEG & PNG) via document upload or email import.
- Data Comparison: View the original document alongside the populated fields for easy comparison.
- Added Verification: Users can confirm the accuracy of the extracted data before dispatching.
Check out this walkthrough video below, or keep scrolling for step-by-step written instructions:
Upload PDF Documents:
Upload your order documents directly into Rose Rocket to create orders in seconds.
1. From the Board view, click the drop-down arrow from Create Order.
2. Select Datatbot from the drop-down menu.
- Alternatively, when you create an order, the first widget will ask if you'd like to use Databot to auto-create orders via upload documents or email.
3. Users can upload documents such as quote requests or rate confirmations directly to Rose Rocket.
4. Databot will automatically create new records with the information provided from the documents.
- In the order's record, you will see the Databot Widget while Databot is processing information from your documents.
5. Verification Action:
- The original PDF will be shown side by side with the extracted data, allowing users to easily compare the two.
- Review the document upload and click Mark as verified to confirm that the data has been correctly extracted.
- If the order hasn't been verified, the Unverified Tag will appear in the Data Panel.
- Once you have verified the information extracted, the Activity panel will log the user who has reviewed and verified the information on the order.
Auto-create Orders via Email Import
Email your PDF order documents to your unique DataBot email address to create orders in seconds.
1. Click on the dropdown next to Create order. Select Email Import.
- You will see your unique Databot email address, which you can use to forward email attachments directly from your email inbox.
- Click Copy and forward emails or documents to this email address.
Tips: Save the Databot email as a contact in your email inbox so you can easily send Databot emails in the future.
2. Email forward
- With our image verification capability, you can email image attachments (PNG or JPEG) or PDF documents to DataBot email to create records.
- You will receive an email notification confirming that the email import is complete. Head back to your Rose Rocket account to see the newly created records.
- A preview of the document will appear in the record, allowing you to verify the extracted information against the actual document from within Rose Rocket.
- Once you have verified the information extracted, the Activity panel will log the user who has reviewed and verified the information on the order.
Key Callouts
- Users must verify the data manually after Databot processes the document.
- Poor-quality PDFs or non-standard document formats may require manual data entry and additional manual verification, as Databot might not extract all information accurately.
- You can upload up to 10 documents at a time.
Conclusion
Databot’s functionality significantly enhances data accuracy and speeds up the verification process by automating the data extraction from documents. It provides full transparency in record creation and ensures users can trust the data they are working with.