Work more efficiently and intelligently? AI automation makes it possible!

With the explosion of ChatGPT and AI assistants, the last few years have been marked by the integration of artificial intelligence into our daily routines, particularly in the workplace.

Thanks to this technology, humans are now able to work more efficiently and quickly, while considering the growing demands of consumers. In other words, they can rely on devices that automate certain tasks, helping them to focus more on higher value-added missions. A winning combo!

What is AI in automation? What are the concrete benefits? What tools can you rely on?

Welcome to the pro world of the future 🤖.

See all software Document Management System

What is AI automation?

Definition of intelligent automation

When we talk about AI automation, or intelligent automation (AI), we mean the process of harnessing the power of artificial intelligence, combined with other technologies, to streamline operations without direct human intervention.

AI automation is used for a variety of tasks, such as :

• invoice processing ;
• sorting and selecting candidates for recruitment ;
• sales prediction ;
• service support via chatbot;
• predictive equipment maintenance, etc.

To achieve this, the devices used, usually software, combine various innovations such as Machine Learning, natural language processing or even computer vision.

💡 Note: intelligent automation is closely linked to RPA (Robotic Process Automation), the technology used to automate repetitive tasks via software or "robots" interacting with IT systems. Here, AI simply enriches the process with analysis and learning capabilities, and thus intelligent decision-making.

How has AI automation evolved over time?

Over the last few years, the advances in AI have never ceased to amaze us. On the business side, major transformations have occurred, making intelligent automation an unavoidable pillar of companies' digital transition... and therefore of their performance!

Initially, the first automation tools, such as the aforementioned RPA, were limited to the execution of basic, repetitive tasks (data entry, for example). They focused mainly on manual operations.

However, with advances in artificial intelligence, such as Machine Learning, it is now possible for our tools to handle complex operations requiring cognitive abilities and involving unstructured data. In short, they now know how to adapt to the dynamic environments of the working world.

We are now in the age of hyperautomation! Not only are individual processes streamlined, but also automation itself, since systems can adjust these processes in real time.

The 7 benefits of intelligent automation

#1 Increase productivity

When we think of the professional use of artificial intelligence, the first thing that springs to mind is the desire of companies to increase the productivity of their employees, with the aim of boosting their competitiveness.

And we're right on target, since AI, by automating time-consuming tasks, frees up employees' time. They can then concentrate on more impactful, value-generating activities.

#2 Reduce human error

Another advantage of automation is that it minimizes the risk of human error, especially on tedious tasks.

Yes, no matter how powerful our brain may be, it remains a fallible machine. The computer, on the other hand, is not weakened by fatigue or annoyance...

#3 Supporting decision-making

Thanks to artificial intelligence technologies, our machines are capable of collecting and analyzing large quantities of data rapidly and in depth.

With these relevant insights thus obtained, decision-makers are in a position to make more enlightened trade-offs.

👉 For example, predictive analysis algorithms anticipate market trends or recommend actions to be taken to improve business performance.

#4 Optimize your costs

Between :

• increased productivity (and therefore optimized use of resources) ;
• reducing costly errors;
• reducing task turnaround times;
• implementation of relevant strategies;

organizations manage their activities more profitably, and have access to valuable data to boost sales.

#5 Improve customer satisfaction

While AI promises many benefits for businesses, it also contributes to customer satisfaction.

One example is chatbots or virtual assistants, which provide instant, 24/7 service. These tools can respond to simple requests, leaving human teams to deal with more complex cases, to the benefit of the customer experience.

#6 Personalize on a grand scale

When it comes to customer experience, brands know that it's important to personalize their actions and messages as much as possible if they hope to stand out in the eyes of consumers.

Thanks to machine learning capabilities, AI can easily adapt to user preferences and behaviors.

👉 This phenomenon is very much in evidence in marketing, where artificial intelligence is used to recommend the most appropriate products or services for each customer, thereby increasing conversion opportunities.

#7 Gaining in flexibility and scalability

A company is never static. It often has to deal with increasing data volumes and increasingly complex processes.

The good news is that automation systems can handle this, making it easy to adapt quickly :

• changes in demand, trends or your environment;
• changes in security and compliance requirements.

3 use cases for AI automation

Today, artificial intelligence is everywhere. And even if we focus on the question of automation, there are many operations that benefit from this technology.

To get a little more concrete, here are three use cases 👉.

Use case 1 - Streamlining all business processes

This is the first use case that comes to mind when we think of AI automation. There are many examples:

• The finance department streamlines invoice processing, from automatic data recognition to validation and payment.
  
  
• Human resources become more efficient in their recruitment process, thanks in particular to platforms capable of intelligently sorting CVs.
  
  
• Sales, relying on customer relationship management (CRM) tools, are increasingly integrating AI into their day-to-day work, to analyze prospect behavior, trigger the most relevant actions or even carry out administrative tasks.
  
  
• The logistics department uses AI for a variety of purposes, such as forecasting demand, automating stock management and optimizing delivery routes.

Use case 2 - Meeting customer requirements

Improving customer experience and satisfaction is a major challenge for intelligent automation.

Of course, data analysis helps to understand who consumers really are, with a view to personalizing interactions and content.

But above all, thanks to AI, we never leave b̶é̶b̶é̶ the customer in a corner! Between :

• chatbots and other virtual assistants, available 24/7 ;
• and improved services provided by your support teams ;

you're sure to delight your customers. And a happy customer is a returning customer 😀.

Use case 3 - Continuous innovation

Finally, since automation frees up resources, companies devote more time and budget to developing new products, services or business models.

Not to mention the fact that the successful integration of AI into your very offering (on your website or in the software made available to your customers) is already a good way of elevating yourself to the ranks of innovative companies.

More concretely, here are a few examples of how artificial intelligence can be used to cultivate innovation:

• generative design (companies such as Airbus and General Motors use AI to create totally new designs!
• scenario simulation to test the performance of new products or services;
• real-time optimization of manufacturing processes;
• artistic creation, whether of visuals, audios or even textual content.

💡 To wit: according to an IBM study published in 2024, here are companies' priorities for using artificial intelligence:

• IT process automation (33%) ;
• security and threat detection (26%);
• AI monitoring or governance (25%);
• business analysis and document management (24%);
• automation of responses to customers or employees (23%);
• automation of business and network processes, marketing and sales (22%).

How does AI automation work?

How it works...

AI combines the power of artificial intelligence with the strength of automation to revolutionize business processes, while adapting continuously.

To achieve this, the process encompasses the entire automation cycle:

• data collection and analysis, from a variety of sources ;
• decision-making, using predictive algorithms and pre-programmed decision rules;
• triggering subsequent actions, without human intervention;
• setting up the learning loop (thanks to Machine Learning) and thus optimizing processes over time;
• where appropriate, interaction with systems (other software) and humans (chatbots, virtual assistants, etc.).

... and technologies

To ensure complete automation, AI relies on RPA, which executes the necessary actions during the various stages of the procedures.

However, other technologies also come into play, in particular :

• Machine Learning: this enables AI to learn from historical data, and thus improve its decisions over time.
  
  
• Natural language processing : with NLP, artificial intelligence can understand, interpret and generate human language. We're thinking here of our famous chatbots, but let's not forget sentiment analysis and automatic email classification.
  
  
• Computer-aided visualization: used to analyze and interpret images or videos. Companies benefit from this for production line monitoring or quality inspection.
  
  
• Optical character recognition: OCR helps automate the reading and conversion of printed or handwritten text into digital data. This technology is found in software for electronic document management, expense management, invoicing, etc.

How do I choose an AI automation solution?

Criteria to consider

In fact, AI automation can be found everywhere, in every field, in every activity. So you need to choose a solution that matches your own needs.

To identify them accurately, we recommend that you detect the bottlenecks that are hindering the smooth running of your operations. In this way, you'll be able to identify your priorities when it comes to artificial intelligence.

☝️ There are other points to bear in mind too:

• The seamless integration of your solution into your technological ecosystem, so as to guarantee fluid data exchanges.
  
  
• Its scalability, to ensure that it adapts to your growth. This is why many organizations opt for a SaaS model, to simplify scaling and reduce IT infrastructure costs.
  
  
• Intuitive interface, even for non-technical users. In this sense, low-code and no-code are attractive options for business teams, who can then configure and deploy automations without relying exclusively on the IT department.
  
  
• The question of security, central to avoiding data compromise and complying with various regulations such as the RGPD. All the more so if you're handling sensitive information, such as customer or financial data!

Example of an AI automation tool

Since artificial intelligence is everywhere, there are many relevant AI automation tools. However, document management is a key process to streamline, due to the sheer volume of documents professionals handle on a daily basis. In other words, it has a significant impact on your productivity.

🛠️ For example, the DocuWare EDM/ECM software suite supports all company departments in digitizing their day-to-day operations. With the recent acquisition of startup natif.ai, DocuWare has strengthened its solution by adding the layer of artificial intelligence needed to further automate operations: data extraction, fine classification of documents, setting up workflows, and so on.

See all software Document Management System

AI automation at a glance

Productivity, customer relations, compliance, innovation... every department in the company, without exception, benefits from exploiting the potential of AI automation. On the agenda: artificial intelligence, combined with other technologies (such as RPA, OCR or computer-aided visualization) and integrated into various business tools. These then go beyond mere operational support, becoming powerful value drivers!

However, there are many software applications that use AI automation. It's up to you to prioritize your needs and opt for those that will take your business to the next level 🚀.