Capture the document
New files from storage locations, email attachments or scans are captured.
DocMan Agent: Organise, find and trace documents.
The DocMan Agent organises your documentation, makes content findable and reduces version chaos. What gets filed follows your rules – and stays traceable for your team.
In short: Documents are scattered across folders, email attachments and drives – in several versions, without reliable filing logic. The DocMan Agent files them in a structured way, keeps versions clean and makes content searchable. Your existing roles and permissions remain authoritative. The distinction: the Documents & contracts use case extracts content; DocMan takes care of order, versions and findability.
Starting point
Where time is lost today.
- Which version is valid?Nobody knows for sure which version is current – five folders, three versions.
- Filing by habitEveryone files differently; there is no shared logic.
- Searching instead of workingFinding a document again takes longer than working with it.
- Knowledge in people’s headsNew employees can’t find anything – and end up asking a colleague anyway.
How it works
What the solution does, step by step.
Classify
The type and topic are identified and assigned according to your filing logic.
Record the version
New revisions are versioned instead of being overwritten – the valid version is marked.
Make it findable
Content becomes searchable; answers refer to the source document.
Hand over
Unclear cases go to a responsible person for classification.
Before – after
What changes in day-to-day work.
Examples from the workflow – no percentages, as only a measurement in your business can provide those.
| Situation | Today | With the solution |
|---|---|---|
| Filing | Gut feeling of whoever is filing | One defined filing logic for everyone |
| Version | No valid version recognisable | The valid version is marked and findable |
| Search | Clicking through folders, asking a colleague | A question leads straight to the document – with the source |
| Permissions | Access grows unchecked | Permissions and roles stay as defined |
Benefit
What this use case improves.
Organise documentation
Existing and new documents are structured according to a defined logic.
Findable content
Instead of clicking through folders, a question leads straight to the document.
Versions under control
Versions are kept traceable – it’s clear which one is valid.
Traceable answers
Answers name their source so your team can check every statement.
In action
What working with it looks like.
Sample images from our visual library – the interfaces shown are illustrations, not client data.
Responsibility
What stays with people.
The filing logic itself, unclear classifications and the approval of critical documents. The agent organises and versions documents according to rules your team defines.
The solution prepares, sorts and hands over – your staff make decisions and grant approvals, following rules you set.
Systems & integrations
Where the solution connects.
For example – what exactly gets connected depends on interfaces and permissions and is checked in the AI potential assessment.
- Network drive / file server
- SharePoint
- Microsoft 365
- Google Workspace
- DMS
- Email attachments
- Scanner
Building blocks & products
The technology behind it.
Solution building blocks are the technical components of the Swiss AI Platform, combined by process.
Document AI
Identify type, topic and version; set metadata.
View building blockRAG / knowledge systems
Prepare answers from your own documents, with sources.
View building block
Control, data & operation
Control stays part of the system.
Depending on the product and interfaces, we run the solution on your premises, in a Swiss cloud or as a combination. Before the pilot, we clarify data flows, access rights and compliance requirements. Background: Private AI and On-premise & hybrid (running on your own servers or a mix of both).
| Topic | Implementation |
|---|---|
| Data | Internal documents are sensitive: storage locations, access rights and retention are clarified before the pilot. |
| Approvals | Unclear classifications and critical cases go to a responsible person; rules can be overridden. |
| Roles & permissions | Access remains tied to your existing roles and permissions. |
| Logging | Capture, classification, version changes and approvals are traceable. |
| Operating model | Works on your existing storage – on your own servers, in a private cloud or a mix. Access and data flows are defined in the project. |
Industries
Where this use case is typical.
- Accounting & fiduciary
- Real estate
- Manufacturing
- cross-industrythe workflow is not tied to a single industry
Standard approach
How a trial run (pilot) can start.
The pilot does not cover the whole process straight away. We pick a clearly defined part, set approvals and success criteria and test it with real data and the people who work with it. This approach is the same for every use case.
- Choose a processA clearly defined part of the workflow that takes up time today and can be measured.
- Clarify data and systemsWhich data, which interfaces, which permissions – and what is missing.
- Implement a defined workflowWith defined approvals and success criteria, not the whole process at once.
- Measure in real operationWith real data and the people who work with it; then expand or stop.
Related use cases
Related pages.
Frequently asked questions
Frequently asked questions: DocMan Agent
Where are my documents stored?
The agent works on your existing storage. We clarify storage locations, access and retention before the pilot so that you stay in control.
How does the DocMan Agent differ from the Knowledge Assistant?
The DocMan Agent takes care of filing and organising – structure, naming, versions. The Knowledge Assistant answers questions from the content. The two complement each other.
Do I need to tidy up my filing first?
No. The pilot deliberately starts with a defined part of your filing system. Whatever works is then extended step by step.
Which companies is this use case suitable for?
Businesses whose documentation is spread across folders, drives and email attachments and that need a reliable valid version. Typical examples are accounting and fiduciary firms, administrations, project-based and manufacturing businesses.
Next step
Check this task for your business.
Describe your current workflow in two sentences. We check the benefit, data situation, integration effort and risks and show whether a product, a solution building block or a custom solution makes sense.