Mobile Form Filling System with Document Scanning and OCR
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Solution Overview
Problem
The existing methods for filling and processing forms, especially in service businesses, are prone to errors due to manual handling and lack of real-time validation, leading to increased time and resource consumption, as well as risks of document loss or damage during transit.
Innovation Solution
A system comprising a portable electronic communication device with modules for displaying forms, scanning supporting documents, classifying, extracting information, providing adaptive questionnaires, and filling forms, which can then be sent for processing over a communication network, allowing for real-time validation and reduction of errors.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Ease of operation
If manual form filling by representatives is used, then flexibility in customer visit is improved, but error rate increases
Solution Approach 1:
The system enables self-service through automated form filling where the representative's device automatically captures customer information from supporting documents using OCR and population algorithms, eliminating manual data entry errors while maintaining the flexibility of on-site customer service
Solution Approach 2:
The patent replaces the mechanical manual data entry process with an automated electronic system that uses optical character recognition, document classification, and form population algorithms to extract and transfer information from supporting documents to application forms, significantly reducing human error
2Loss of time
If forms are filled after returning to branch office, then initial travel time is reduced, but total processing time increases
Solution Approach 1:
The system performs preliminary form filling action during the customer visit itself by capturing supporting documents, extracting information via OCR, and populating forms in real-time at the customer's location, eliminating the need to return to the branch office for form completion
Solution Approach 2:
The patent ensures continuous useful action by maintaining the form filling process throughout the customer visit without interruption, from document capture to form completion and submission, all performed in a single continuous workflow at the customer's location
3Reliability
If physical documents are transported to branch office, then verification is improved, but risk of loss or damage increases
Solution Approach 1:
The system creates digital copies of supporting documents through scanning and OCR processing during the customer visit, converting physical documents into electronic data that can be verified and processed without physical transport, eliminating the risk of document loss or damage during transit
Solution Approach 2:
The patent replaces the physical document transport mechanism with an electronic data transmission system that captures, processes, and transmits form data and supporting document images digitally from the representative's mobile device to the branch office, eliminating physical handling risks
4Reliability
If multiple courier trips are required, then form verification is improved, but time consumption increases
Solution Approach 1:
The patent establishes continuous useful action by enabling real-time electronic transmission of completed forms and supporting documents from the representative's device to the branch office during the customer visit, allowing immediate verification without multiple courier trips
Solution Approach 2:
The system implements feedback mechanisms where the branch office can immediately verify form data and supporting documents electronically upon receipt during the customer visit, providing real-time validation feedback that eliminates the need for multiple iterative courier trips for verification
Data Source
AI summary
A system for facilitating filling at least one unfilled form including at least one data field is disclosed. The system includes a display module configured to display the at least one unfilled form. Further, the system includes a scanning module configured to scan at least one supporting document, a classifier module configured to classify the at least one supporting document into at least one document class, an extracting module configured to extract the information from the at least one supporting document based on the at least one document class, a questionnaire module configured to provide an adaptive questionnaire to obtain additional information, and a form-filling module configured to fill out the at least one unfilled form to obtain at least one filled form. Finally, the system includes a communication module configured to send the at least one filled form over a communication network.