Chat with documents: Find knowledge in your documents

The Doc Chat function of Konfuzio enables the quick retrieval of internal knowledge by chatting with documents. The solution offers a new approach to Interaction with your data and can change the way you process information in the future and use it effectively in your company.

Chat with documents: Making knowledge accessible

In a data-driven world, documents held by a company can be transformed into valuable resources. The knowledge within these documents must be made accessible and used profitably for internal process optimization and improved decision-making. Unlocking knowledge from documents and transforming it into structured and reusable data significantly increases a company's potential.

To exploit this potential, documents are read out, categorized and indexed and made searchable for Large Language Models (LLM) and Natural Language Processing (NLP). Once the documents have been digitized and data extracted, they can now be searched for relevant knowledge. Chatting with documents is the simplest method for this and increases the value of their databases enormously. The information obtained can be queried using the chat function and can therefore be accessed in real time. Users can ask questions and receive answers as well as links to sources and relevant content in the chat function.

From the perspective of knowledge generation, documents and files can be divided into two main categories: those that are predominantly numerical data, and those that primarily contain narrative. are. Both types have considerable potential for knowledge databases in companies.

Numerical documents - Calculation

Rationalized in companies artificial intelligence, (AI) significantly simplifies the management of transaction files such as invoices, orders and sales documents. The most important automation functions include the extraction and processing of data from documents, databases and files.

AI Algorithms quickly identify and digitize relevant details such as amounts, payment and supplier information from digitized documents. In this way, you gain reusable knowledge, reduce manual data entry and increase the integrity of your data by reducing the probability of errors and ensuring secure storage. Reliable and precise data extraction provides all further processes with high-quality data, which is essential for successful further processing.

Numerical documents such as Invoices, Receipts or Forms consist of clearly defined values and can therefore be recorded in a standardized manner. It is therefore crucial to extract the data precisely and then store it in a reusable and accessible way.

Process description for numeric documents

1. Upload file - Users upload numerical content such as invoices, receipts and forms to the system. Whether these are PDF or other formats is not primarily relevant.
2. Data extraction - The system automatically scans the contents of the document collection and extracts numerical key data such as amounts, dates and identifiers.
3. Data categorization and organization - The extracted content is categorized and divided into relevant groups, e.g. expenditure by department, sales figures or budget allocations.
4. Data analysis - The tool analyses this organized data in the system to gain insights. For example, the total expenditure of a department can be calculated, sales figures can be compared over several quarters or budget usage can be tracked over time.
5. Feedback loop - Users can provide feedback on the relevance and accuracy of the data provided, which the system uses to improve future searches.

Narrative documents - text analysis

The retrieval of knowledge and information is somewhat different for narrative documents. Instead of the purely numerical extraction of the relevant data, the entire text is captured by the AI text analysis in line form. This is not collected numerically in its entirety, but is made searchable with questions and answers using Large Language Models (LLM) and Natural Language Processing (NLP).

For narrative documents that contain a lot of loosely structured text, it therefore makes sense to create an intelligent interface for accessing the database information instead of explicitly defining the information to be extracted in advance.

This allows you to chat with your documents and query knowledge through a simple and digital question-and-answer interaction. This is colloquially referred to as "Document Chat" or "Chat with your Document". At Konfuzio, this option for chatting with documents is called "Doc Chat".

Description of the chat function with Konfuzio

The following example illustrates the integration of Konfuzio's document chat function step by step:

1. Upload file - Users upload their narrative documents such as pdf reports, e-mails, articles, etc. to the system.
2. Data processing - The system processes the uploaded docs using advanced NLP (Natural Language Processing) techniques to understand and index the content.
3. User query - Users interact with the system and receive answers to their questions via a chat interface. Users can ask and receive questions or information about the content of the documents.
4. Intelligent retrieval - The system interprets the user's query, searches the indexed content and retrieves relevant information.
5. Generation of responses - The information retrieved is presented in an easy-to-understand format and formulated as precise answers.
6. Feedback loop - Users have the opportunity to provide feedback on the relevance and accuracy of the information provided, which the system uses to improve future searches.

Application area - Content search in documents

Chatting with documents enables effective and easy access to internal knowledge in companies. Doc Chat has a profitable area of application wherever a lot of knowledge is available in PDF or paper form and large databases are used and maintained for process optimization and decision-making. The power of the chatbot grows with its own database.

The more documents you make available to your intelligent companion - the "document chat" - the more helpful its answers will be when chatting. You can save these in different formats including archive files, emails, PDFs, and many more. Once you're ready, you can write a message to the AI-powered Doc Chat tool while chatting and search and interrogate your databases for any content it contains.

Beyond numbers - visual data integration

Narrative documents often contain images and symbols that make it even easier to convey information. These can also be accessed by chatting with documents.

• Presentations
• Blog
• Files
• Contracts
• PDF
• ...

Advantages of the implemented AI chat

Automating key narrative processes with AI tools has positive user effects. This includes communicating with your documents:

Flexibility and security 

• Experience the flexibility of a cloud solution or
• Benefit from the security of an on-premises implementation

Technological synergy

• Konfuzio combines low-code and pro-code
• Use of adaptive AI for advanced solutions
• Use of an advanced multicloud infrastructure

Data control and insights

• Superior data control compared to other providers
• Gain valuable insights that others miss

User-friendliness through document chat

• Direct implementation of the file chat function in the file
• High security factor: Internal AI guarantees more security than external AI tools such as ChatGPT

Cost and time savings

• Using document chat reduces the time spent searching for information, which increases workflow efficiency
• Significant cost reduction through automated processes, as personnel resources can be deployed more efficiently

Improving the decision-making process

• The immediate availability of information enables well-founded decisions and accelerates the response to business challenges
• Companies can react more agilely to changes in the market

These AI-driven automations not only streamline complex tasks, but also ensure consistency and accuracy when dealing with narrative data.

Data integrity and security with Konfuzio

In all data-driven processes, it is particularly relevant that the data collected and processed is secure - companies must ensure that the data is ensure high data integrity. Konfuzio's solutions are developed in Germany and all data is processed and stored within the strict rules of the GDPR. Even when processed by Large Language Model (LLM) and Natural Language Processing (NLP), the Helm & Nagel GmbH, with its Konfuzio software to high security standards. In this way, you always remain the owner of your data and documents and thus prevent the loss of sovereignty over your information.

Conclusion - Chat with documents makes knowledge from databases accessible

Konfuzio's innovative AI tool revolutionizes document management by enabling direct chat interactions with databases, files and documents. Users can efficiently process and analyze both numerical and narrative documents. In an intuitive chat function, they receive answers, sources and references to their questions and can thus profitably access internal knowledge within the company.

The AI-driven platform from Konfuzio offers powerful data extraction, precise analyses and an intuitive chat interface. This increases efficiency in the handling of company documents and is easily integrated into employees' day-to-day work.