Maintenance reports, compliance certificates, timesheets, invoices and PDF documents all contain valuable maintenance information that may be stored as attachments in your CMMS. Finding this information and entering it manually takes time. With its AI features, Coswin 8i analyses these documents, identifies the required data and prepares it for integration into the CMMS.
CMMS attachments contain valuable maintenance data
Maintenance teams regularly receive and work with many types of documents: maintenance reports, contractor reports, timesheets, inspection reports, compliance certificates, PDFs received by email, goods receipt documents and invoices.
These documents contain information that can be useful in the CMMS. Traditionally, however, using this information involves several steps: opening the document, identifying the relevant data, entering it into the CMMS and checking that the information has been entered correctly.
These repetitive tasks take up time, even though the information teams need is already contained in the documents.
Turn documents into usable data in Coswin 8i
Coswin 8i AI features analyse documents added to the CMMS and automatically identify the expected information.
Depending on the document, they can identify a work order number, maintenance date, technician, time spent, status or specific technical information.
They can also process a purchase order number as well as item references, units, quantities and prices.
AI import models extract data from documents, images, PDFs or structured data flows and prepare it for integration into Coswin 8i.
Users can therefore move from a raw document to data that is directly usable in their CMMS, without having to manually search for and re-enter every piece of information.
AI speeds up processing without bypassing business rules
Automating document processing does not mean that AI decides on its own which data it can integrate into the CMMS.
At Siveco Group, we believe data must remain under control. The administrator defines in advance the authorised fields, the data that can be extracted, default values, the relevant modules and the accessible sub-tables.
When validation is required, the user also retains control over the data entry before it is executed.
This approach allows AI features to speed up document processing while complying with the business rules defined in Coswin 8i. AI streamlines the process without bypassing the rules established in the CMMS.
Turn attachments into a valuable source of data
A document attached to a maintenance activity, purchase order or another CMMS record no longer has to remain simply a file to be consulted. Coswin 8i AI features can extract the expected information and prepare it for direct use within the software.
Maintenance teams can therefore spend less time searching for and re-entering information from their documents and focus more on using that data in the CMMS.