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Automated Passport Record Creation

Document intelligence can now create a new passport record when a passport document is uploaded. Document intelligence automatically extracts the document’s content and creates a new passport record. Document intelligence applies to documents uploaded in the following:

• Admissions

• Applicant Portal

• Agent Portal

Document intelligence extracts data from documents upon upload and then creates a new record or updates and existing record. Extraction modes enable customers to control the automation process in line with their business rules and risk management practices.

Document intelligence has the following extraction modes:

Full automation

Extracts the document's contents and automatically creates a new record or updates an existing record, no manual intervention required.

Controlled automation

Extracts the document’s content and creates a new record only if no existing record is found. If a record does exist and key data differs, an action is raised to prompt a manual review and update of the existing record.

Manual approval

Creates a draft record that requires manual review and intervention to create a new or update an existing record.

Document intelligence holds the extracted data in a temporary draft record. Whether that data is used to create a new record or update an existing record, depends on the selected mode as described above.

Actions information admissions officers when manual intervention is required, the user interface then helps admissions review, create, or update records using the extracted data in the draft record both fast and intuitive.

The table Extraction scenarios describes the how the document intelligence modes work in various scenarios.

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Document Intelligence reference data

New reference data defines the document types to enable document intelligence to process passports and English language test documents. The reference data enables admissions officers to configure and specify which uploaded documents are processed with document intelligence. The new reference data is as follows:

System document type

Defines the document types Passport and English language test that are supported by document intelligence.

Document type mapping

Maps the system document types to user-defined document types. This determines which documents to apply document intelligence and assigns the extraction mode to be applied. The reference data Document type mapping also defines the document linking mode.

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Document Intelligence Metrics

Document intelligence relies on machine learning models and its performance can vary, particularly when handling new document formats or versions it hasn’t been trained on. Therefore, to support transparency and informed decision-making, the following key metrics are available to help track and evaluate performance:

Throughput

Indicates how frequently the document intelligence is used for each document type.

Confidence scores

Shows the average accuracy of extracted data, expressed as a percentage, to help assess the reliability of results.

Quota utilisation

Tracks how often the extracted data from the document intelligence service is actively used to process records.

Metrics also includes logs to help with identifying errors and information about transactions.

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Auto-linking across applications

Auto-linking enables admissions officers to manage how documents are linked for each document type.

By default, all instances of the same document placeholder within a single application are linked to the same file. This includes scenarios where a new document placeholder is added after the file has already been uploaded. In such cases, the file is automatically linked to the new placeholder, which is then marked as completed and removed from the user interface. However, this functionality is limited to a single application and does not extend across multiple applications. For example, a person’s passport would need to be uploaded individually for each application. Whether a document should be uploaded once and applied across multiple applications depends on the document type and institutional preferences.

With the introduction of document intelligence, where each instance of data extraction incurs a cost, and the ability to map both system-defined and user-defined document types, there is an increased need to enhance the current design to handle cross-application document management effectively.

The new feature addresses this need by giving users more control through:

Configurable document scope

Enables admissions officers to define whether a document placeholder applies to all applications, to an application, or to a document placeholder. The document linking mode is defined in the reference data Document type mapping for each document type as follows:

• Automatically link documents from the same applicant

• Automatically link documents from the same application

• Do not automatically link documents

If not set, the default behaviour is auto-linking within an application.

Single upload task across applications

For document placeholders that apply to all applications, only one upload task and document placeholder are created, and is shown on each relevant application. Uploading a document removes all related tasks and placeholders and makes the uploaded file available across all applicable applications.

Unified action tracking across applications and desks

For document placeholders that apply to all applications, the action count for Awaiting upload is handled across all applications and desks. Once the document is uploaded, all corresponding actions are cleared. However, Review evidence actions remain specific to each application, as they are associated with clearance checks.

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Reference are linked to clearance checks

Added clearance checks that are specifically related to references have now a direct link to them and vice versa. A direct link from a reference to the documents section has also been created to improve access.

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Staff tab Edit button now displayed correctly

Add and edit button has been moved to the far right-hand side.