Templates

Templates are the foundation of Flint's intelligent document processing. They teach Flint exactly where to find information on your documents, enabling automatic data extraction from invoices, bills of lading, customs forms, and any other business document.

What Are Templates?

Think of templates as digital blueprints that map out where important information lives on your documents. Just like a human would know to look at the top-right corner of an invoice for the invoice number, templates tell Flint exactly where to find each piece of data.

The Power of Templates

Automatic Recognition

Upload any document and Flint instantly identifies what type it is
Matches documents to the right template automatically
Handles variations in layout and format
Works with documents from different vendors or sources

Consistent Data Extraction

Extract the same fields from every document of the same type
Maintain data quality and structure across all processing
Eliminate manual data entry errors
Scale your document processing without adding staff

Business Process Integration

Feed extracted data directly into your ERP, accounting, or logistics systems
Trigger automated workflows based on document content
Generate reports and analytics from structured data
Maintain compliance with audit trails

How Templates Work

The Template Learning Process

Document Analysis
- You upload a sample document (like an invoice)
- Flint analyzes the layout, text patterns, and structure
- The system identifies potential data fields and their locations
Field Definition
- You mark the important fields you want to extract
- Define what type of data each field contains (text, numbers, dates)
- Set validation rules and requirements for each field
Template Training
- Flint learns the patterns and relationships in your document
- The system tests the template against similar documents
- Accuracy improves as more documents are processed
Automatic Processing
- New documents are automatically matched to templates
- Data is extracted according to your specifications
- Results are validated and confidence scores provided

Template Types

Fixed Format Templates Perfect for standardized documents:

Government forms and customs declarations
Standard invoice formats from major vendors
Printed shipping labels and bills of lading
Insurance forms and applications

Best for: Documents that always have the same layout and field positions

Variable Format Templates Handle documents that vary in appearance:

Invoices from different suppliers
Various bill of lading formats
Mixed document types from trading partners
Dynamic layouts with flexible positioning

Best for: Document types where the general structure is similar but layouts vary

Creating Your First Template

Step 1: Choose Your Document Type

Start with your most frequently processed document type:

Invoices - Great for accounts payable automation
Bills of Lading - Essential for freight and logistics
Customs Forms - Critical for international trade compliance
Purchase Orders - Streamline procurement processes

Step 2: Gather Sample Documents

Collect 3-5 high-quality examples:

Choose documents that represent typical variations
Ensure all text is clear and readable
Include documents from your most common sources
Make sure samples contain all the fields you want to extract

Step 3: Define Your Data Fields

Identify the critical information to extract:

Invoice Template Fields:

Invoice number and date
Vendor name and address
Line items with descriptions and amounts
Tax amounts and totals
Payment terms and due dates

Bill of Lading Fields:

BOL number and date
Shipper and consignee information
Container or reference numbers
Commodity descriptions and quantities
Carrier and vessel details

Customs Declaration Fields:

Entry number and date
Importer and exporter details
Commodity codes and descriptions
Values, duties, and taxes
Country of origin information

Step 4: Set Up Field Properties

For each field, configure:

Data Type

Text: Names, addresses, descriptions
Number: Amounts, quantities, reference numbers
Date: Invoice dates, shipping dates, due dates
Boolean: Yes/no questions, checkboxes

Validation Rules

Required: Must be present in every document
Optional: Nice to have but not essential
Format: Specific patterns like phone numbers or email addresses
Range: Acceptable values for numbers or dates

Business Logic

Dependencies: Fields that must be present together
Calculations: Totals that should match line items
Cross-checks: Values that should be consistent across fields

Advanced Template Features

Smart Field Positioning

Absolute Positioning

Exact pixel coordinates for fixed-format documents
Perfect for government forms and standard layouts
Highest accuracy for consistent document types
Easy to set up and maintain

Relative Positioning

Position fields relative to other elements or text
Adapts to minor layout variations automatically
Handles documents with different fonts or spacing
More flexible for vendor variations

Anchor-Based Detection

Find fields based on nearby text or labels
Look for "Invoice Number:" and extract the value that follows
Robust against layout changes and formatting differences
Works well with diverse document sources

Template Matching Rules

Content-Based Matching

Look for specific words, phrases, or logos
Identify documents by their content patterns
Match based on company names or document titles
Use multiple criteria for accurate identification

Structure-Based Matching

Recognize documents by their layout patterns
Identify table structures and field arrangements
Match documents with similar visual organization
Handle documents even when content varies

Confidence Thresholds

Set minimum confidence levels for template matching
Automatically route uncertain documents for review
Balance automation with accuracy requirements
Customize thresholds for different document types

Multi-Language Support

Language Detection

Automatically identify document language
Apply appropriate text recognition models
Handle mixed-language documents
Support regional date and number formats

Localized Templates

Create templates for documents in different languages
Handle regional variations in document formats
Support local business practices and requirements
Maintain accuracy across global operations

Template Management

Organizing Your Templates

Naming Conventions

Use clear, descriptive template names
Include document type and source information
Version templates for tracking changes
Group related templates together

Examples:

"Acme Corp Invoice Template v2.1"
"Standard BOL - Container Shipping"
"EU Customs Declaration - Import"

Template Categories

Financial: Invoices, receipts, purchase orders
Shipping: Bills of lading, packing lists, delivery receipts
Compliance: Customs forms, certificates, permits
Internal: Purchase requisitions, expense reports, contracts

Version Control and Updates

Template Versioning

Track all changes to templates over time
Test new versions before deploying to production
Roll back to previous versions if needed
Maintain history for audit and compliance

Performance Monitoring

Track extraction accuracy for each template
Identify fields that need improvement
Monitor processing times and success rates
Get alerts when accuracy drops below thresholds

Continuous Improvement

Regularly review template performance
Update templates based on new document variations
Add new fields as business requirements change
Optimize templates for better speed and accuracy

Real-World Use Cases

Accounts Payable Automation

Challenge: Processing hundreds of vendor invoices daily with manual data entry

Template Solution:

Create templates for top 20 vendors (covers 80% of volume)
Use variable format templates for remaining vendors
Extract key fields: vendor, amount, date, PO number, line items
Integrate with ERP system for automatic processing

Results:

95% of invoices processed automatically
75% reduction in processing time
Significant decrease in data entry errors
Improved vendor payment timing

International Freight Processing

Challenge: Managing complex shipping documents from multiple carriers and countries

Template Solution:

Create templates for major shipping lines and forwarders
Handle multiple document types: BOL, commercial invoice, packing list
Extract shipping details, container info, commodity data
Support multiple languages and regional formats

Results:

Streamlined customs clearance process
Reduced document processing time by 60%
Improved accuracy in shipment tracking
Better compliance with trade regulations

Customs and Trade Compliance

Challenge: Processing import/export documentation with strict accuracy requirements

Template Solution:

Create templates for government forms and declarations
Extract tariff codes, values, country of origin
Validate data against trade regulations
Generate compliance reports automatically

Results:

Faster customs clearance
Reduced risk of penalties and delays
Improved accuracy in trade data reporting
Better visibility into trade operations

Best Practices

Template Design

Start Simple

Begin with your most critical fields
Add complexity gradually as you gain experience
Test thoroughly with real documents
Get feedback from end users early

Plan for Variations

Consider how documents might vary over time
Build in flexibility for layout changes
Test with documents from different sources
Plan for edge cases and exceptions

Maintain Quality

Set appropriate confidence thresholds
Review extraction results regularly
Update templates based on performance data
Monitor for new document variations

Integration Strategy

Phased Rollout

Start with one document type and high-volume sources
Expand gradually to additional document types
Monitor results and adjust templates as needed
Train users on the new automated processes

System Integration

Plan how extracted data will flow to other systems
Ensure data formats match downstream requirements
Set up error handling and exception processing
Test integration thoroughly before going live

Change Management

Train staff on the new automated processes
Document template specifications and procedures
Establish governance for template changes
Plan for ongoing maintenance and updates

Performance Optimization

Monitor Key Metrics

Extraction accuracy by template and field
Processing speed and throughput
User satisfaction and adoption rates
Business impact and cost savings

Continuous Improvement

Regular template performance reviews
User feedback collection and analysis
Template optimization based on usage patterns
Technology updates and new feature adoption

Scaling Considerations

Plan for volume growth over time
Consider geographic expansion requirements
Evaluate new document types and sources
Assess technology upgrade needs

Getting Started

Quick Start Guide

Identify Your Priority Document
- Choose your highest-volume document type
- Ensure you have good sample documents
- Define the key fields you need to extract
Create Your First Template
- Upload a sample document to Flint
- Use the template builder to mark key fields
- Test the template with additional documents
- Refine and adjust as needed
Deploy and Monitor
- Start processing documents with your template
- Monitor accuracy and performance
- Gather user feedback
- Make improvements based on results
Expand Your Template Library
- Add templates for additional document types
- Create templates for high-volume sources
- Build templates for compliance requirements
- Integrate with your business systems

Success Factors

Clear Business Objectives

Define what success looks like for your use case
Set measurable goals for accuracy and efficiency
Align template strategy with business priorities
Plan for measuring return on investment

Strong Foundation

Start with high-quality sample documents
Invest time in proper template design
Test thoroughly before full deployment
Train users on new processes

Ongoing Management

Regular template maintenance and updates
Performance monitoring and optimization
User support and training
Continuous improvement initiatives

Templates transform manual document processing into automated, accurate, and scalable operations. By investing in well-designed templates, you can dramatically improve efficiency, reduce errors, and free up your team to focus on higher-value activities.

Templates

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