Use Case: GDPR
GDPR-compliant data extraction with WorkflowGen
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Overview
Graduate schools and research institutions often face challenges in managing complex, multi-step grant application and approval processes, which are typically paper-intensive and time-consuming. These processes may involve numerous approval points, requiring solutions that streamline workflows, reduce processing time, and improve visibility into bottlenecks.
Objective
To accelerate grant application processing times by using WorkflowGen’s hybrid agentic automation. This approach integrates AI-driven tasks for routine functions while maintaining human oversight for critical approvals.
Solution with WorkflowGen and AI Agent Integration
WorkflowGen’s low-code platform can digitize the entire grant application lifecycle, transforming a traditionally paper-based process into a fully digital and automated workflow. WorkflowGen's configurable design allows stakeholders to re-engineer the grant application process, removing redundancies and creating an efficient workflow while staying within budget constraints. Selected AI functionalities support human tasks to reduce manual processing while preserving essential human judgment.
- Document Processing and Data Extraction:
AI agents in WorkflowGen can automate document processing by extracting key data from grant applications and supporting documents using Optical Character Recognition (OCR) and Natural Language Processing (NLP). This automation accelerates data capture, and any anomalies are flagged for human review, ensuring data accuracy and saving staff time.
- Intelligent Task Routing and Dynamic Approvals:
WorkflowGen’s platform enables dynamic, rule-based routing that directs applications to appropriate reviewers based on criteria such as department, grant type, and funding amount. Low-risk or straightforward applications are routed directly to relevant departments, while applications with specific complexities are escalated for additional human review. This Hybrid Agentic Approach balances AI support with human expertise.
- Real-Time Notifications and Bottleneck Alerts:
WorkflowGen can configure AI-powered notifications to monitor workflow progression and proactively detect bottlenecks or delays. Automated alerts notify department heads or reviewers when applications are stalled, enabling prompt intervention to maintain process efficiency.
- Enhanced Transparency and Compliance:
WorkflowGen’s centralized platform enhances transparency and auditability in the grant approval process. Human oversight is integrated at key stages to ensure compliance with organizational policies. Built-in security and compliance features support data integrity and accessibility, meeting academic standards and regulatory requirements.
Results and Benefits
- Significant Time Savings: Grant application processing time can be significantly reduced, with the potential to move from weeks to days, enhancing department efficiency.
- Increased Visibility: WorkflowGen’s dashboard provides real-time access to all approval points, helping to minimize delays with immediate insights into bottlenecks.
- Enhanced Data Security: Integration with an institution’s SSO system supports secure, controlled access to sensitive information, preserving data confidentiality.
- Improved User Experience: By automating routine tasks, WorkflowGen enables staff to focus on high-value activities, such as complex grant evaluations, thereby improving the overall work experience.
This approach offers a robust, secure, and scalable framework for managing grant processes, balancing AI automation with human expertise to achieve greater speed and operational transparency.
