Data Entry

Doctranslate Office AI (Data Entry) Manual

Doctranslate Office AI (Data Entry) is an intelligent assistant module within the AI Office suite (Meetings & Notes, Data Entry) that automates reading and converting raw documents (scanned PDFs, smartphone photos, foreign trade documents) into customized Excel, Word (DOCX), or PDF report templates following your enterprise business structure (such as ECUS5 Customs software, MISA, SAP, Fast accounting software...).

3-STEP QUICK START GUIDE

To complete a document data extraction and entry workflow, follow these 3 streamlined steps:

[Step 1: Upload & Setup] ──► [Step 2: AI Automated Extraction] ──► [Step 3: Review & Download]

1. Step 1: Upload & Setup

On the main interface, drag and drop or upload your files:

Target Form (Template): Blank template (Excel, Word, or PDF file to be filled).
Sample Reference: Filled sample file with pre-entered data for AI to reference formatting.
INPUT SOURCES: Raw documents (scanned invoices, receipts, photos) to extract data from.
Optional: Select Output language, Domain, and enter instructions (if any).
Action: Click Process documents. At this point, the system will display the required number of credits for processing this set of files.

2. Step 2: AI Automated Extraction

The AI system automatically processes, recognizes tables, and populates accurate data into the corresponding columns or fields of your Target Form within 15–30 seconds.

Default Mode: AI automatically reads, recognizes tables, and fills data into the blank template in 15–30 seconds.

💡 Advanced Review Option: If you turn on the Review filling instructions toggle at Step 1, the system inserts an intermediate review screen (Filling Instructions) for you to verify and edit AI filling rules before official processing (see detailed guide below).

3. Step 3: Review & Export

Once processing is complete, click Download to save the completed Excel (.xlsx), Word (.docx), or .pdf file to your computer for verification.

Built-in QA/QC Feature:

Data Traceability: AI automatically generates Comments directly on result cells. Hovering over a cell shows the exact source document, page, and line number from which the number was extracted.
Conflict Warning: If source documents contain contradictory data (e.g., Invoice shows a weight of 100kg but Packing List shows 120kg), AI embeds a red conflict warning comment directly in that cell for manual verification, ensuring 100% accuracy before submitting declarations/reports.

DETAILED SETUP & OPTIONS GUIDE

1. Template Management (Saved template / New template)

New template: Select this when configuring data extraction for a brand-new document type or report format.
Saved template: Saves time for recurring tasks. Once configured, you can save the setup to reuse anytime without setting it up from scratch.

2. Target Template Setup

Target Form * Required

File Upload: Upload a blank .xlsx, .docx, or fillable .pdf form containing your target table headers and fields.
Purpose: Serves as the "blueprint". AI uses this structure to map and populate extracted data into the correct cells.

Sample Reference Optional

File Upload: Upload a previously completed sample file with filled data.
Purpose: Serves as a reference model. AI learns formatting preferences (e.g., DD/MM/YYYY date format, capitalized item names) to ensure 100% compliance with business standards.

3. INPUT SOURCES * `Required`

File Upload: Drag and drop raw document files such as scanned PDFs, mobile photos (PNG, JPG), Excel, or Word files.
Purpose: Provides the raw source material for AI to read, analyze, and extract data.

4. Advanced Settings

Output language & Domain

Output language: Defaults to Auto (Auto-detect). Select a target language if you need translation (e.g., translating Chinese/English items to Vietnamese).
Domain: Defaults to Generic. Select specialized industries (e.g., Logistics, Accounting, Healthcare) to activate domain-specific dictionaries for higher abbreviation accuracy.

AI instruction (Toggle)

Allows you to "train" or instruct AI directly using custom prompt rules (similar to leaving notes for an assistant). AI strictly adheres to these rules during processing.

When to use:

Format Standardization: Standardize date formats, text capitalization, currency symbols, etc.
Calculation & Conversion: Convert currency exchange rates, calculate totals, or apply formulas before filling.
Data Filtering/Merging: Filter out unnecessary items or merge multiple source rows into a single cell.

How to use:

Turn on the AI instruction toggle to display the text prompt box below.
Enter your business rules in natural language:
- Formatting example: "Format all dates as DD/MM/YYYY. Capitalize all company names."
- Conversion example: "If the unit price is in USD, multiply by 25,400 to convert to VND before filling the Amount column."
- Filtering example: "Extract items with 10% tax rate only, skip tax-exempt items."
Proceed with the extraction steps as usual. AI will execute your logic accurately.

Review filling instructions (Toggle)

What is this feature for? By default, AI automatically reads documents and fills out the template directly based on its understanding. However, for complex forms, you may want to review AI's plan first to see which data goes where, ensuring 100% accuracy before AI actually processes the files.

This feature serves as an intermediate review step, allowing you to inspect and adjust AI's filling rules prior to file export.

When to use:

When handling complex forms with easily confused columns.
When verifying if AI correctly understands your source document structure.
When needing to edit or append extraction rules for the current run.

How to use:

Turn on the Review filling instructions toggle in Step 1 then click Process documents.
Reviewing interface: The screen transitions to Filling Instructions, displaying AI's detailed extraction plan (Language, column rules, table logic...). Here you can:
- Edit: Click the pencil icon to edit rules directly, or type additional notes and click Regenerate.
- Save as template: Click Save as template if you want to reuse these rules for future tasks.
Click Process documents to execute data extraction based on approved rules.