Document indexing automation

Case study

Insurance document indexing automation using UiPath

Our client is a leading UK based organization, specializing in retail and commercial insurance brokerage services for Corporate Businesses, SMEs and Personal lines, across a wide range of industry sectors. In this business, indexing information is an important aspect of their agency management system.

Problem

Originally, the indexing processes involved manually extracting relevant information from emails and documents and entering into a workflow management tool. From the workflow management tool relevant information was e-filed into an Agency Management System. For this to happen, a centralized team of 84 well-trained resources were involved in manual processing of more than 100,000 documents & emails on a monthly basis. In an effort to reduce manual errors and cut down the time taken for this process, we recommended implementing Robotic Process Automation.

Challenges

Data is received from emails in unstructured format.  

Manual preparation work for data entry and e-filing is mundane and prone to errors.

Tech stack

Solution

Imaginea engineered an end to end RPA solution to run the indexing process automatically, with minimal downtime. Easy to deploy reusable components within the solution ensured that the process was quickly implemented wherever required.

RPA bots were used to replace manual intervention in the indexing process flow. The implementation was done in phases for easier adoption. The initial phase was focused on the “Preparation” function for extracting information from the documents and emails. Subsequently, the “E-filing” process was also botified. RPA bots perform the indexing process from scratch – it identifies the email to process and extracts the data using UiPath, and populates it in the tracking tool and e-files into the Agency Management Tool.

How our solution helped

Deployment of RPA reduced the users’ average handling time for preparation from approximately 3.68 minutes to 4 seconds.

Overall approach

We decided to use reusable worklets for automation. These worklets are tiny independent testable workflows that can be easily integrated in any process. The worklets were used to replace manual intervention in the identified processer lines of the indexing process flow. We defined the “why, what and how” of the processes that can be automated:

  • The first step was to identify the process and determine the RPA goal. Here, the goal was to improve efficiency and reduce cost.
  • Identify the steps in the process that can be automated. There were two steps where the data was being entered manually from a source to the destination. There was no value added to the data apart from just copying of data. Hence those steps were identified to be automated.
  • The automation opportunities were prioritized and classified into two phases based on:
    • Input attributes
    • Task complexity
    • Process maturity
    • Quality

Results

Our reusable worklets approach led to:

  • Faster delivery
  • Make localized changes, which gives better maintainability of process code
  • Better process readability

In summary, RPA deployment resulted in

  • Increased process efficiencies
  • Improved outcome quality
  • Reduced transaction time and costs

This, in turn, helped in better utilization of human resources.

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