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File Documents with AI Centralize to Update Entities

Alix
Alix
  • Updated

Enhance your document and principal management workflow by using Athennian AI: Centralize to automatically extract data and file documents. Discover how to centralize data across teams and tools, saving valuable time.

Overview

Athennian AI Centralize streamlines document uploads by automatically analyzing documents, extracting key information, and suggesting the correct filing location within an Entity's Minute Book. This skill significantly reduces manual data entry and accelerates the document filing process.

Availability: Customers who purchased the Athennian AI Core.

Access the AI Dashboard

To begin using the feature, navigate to the Athennian AI dashboard.

  1. Select AI from the main sidebar on the left
  2. The Athennian AI Dashboard will display
  3. Click on Update Entities in the Centralize box
  4. The Athennian AI: Centralize Dashboard will display

Note: Access to this feature is controlled by a user permission. See the article: Manage User PII and AI Access for more details.

Admins can click on the AI Settings button at the top right of the page to manage Centralize settings.

Understand the Centralize Dashboard

The AI Dashboard provides a comprehensive overview of AI activity. Key components include:

  • Hours saved: An estimate of the time saved on document uploads.
  • Documents filed: A count of documents that have been processed and filed.
  • Ready for review: A list of documents that have been processed by AI and are pending final validation and filing. This list includes the document name, associated Entity, submission time, and the user who submitted it.
  • Filter Options: Filter documents by status, errors, submitter, or date range. Save filters for team use.

Upload Documents

  • Supported File Types: Currently, Athennian AI supports uploading PDF, JPEG, PNG files.
  • File Size Limit: The maximum file size allowed is 7MB per document.
  • Email Size Limit: The maximum email size is 25MB.

Upload from a Desktop

  1. From the Centralize Dashboard, click the Upload with AI button located at the top right of the page
  2. In the Upload files modal, drag and drop the desired files into the upload window, or click the Upload from device button to browse the computer to select files
    • Note: Up to 100 files can be uploaded at one time
    • Best practices for improved accuracy: For best results, upload structured legal documents: incorporation articles, securities registers, or director/officer lists with clearly labeled names, dates, roles, and share amounts
  3. Check off the Include principal updates and Include registration updates box on the bottom left if applicable
  4. Click Confirm
  5. The document will appear at the top of the Ready for Review list with a Processing status
  6. Once AI has analyzed the document, the status will change to Pending

Upload via Email

  1. On the Centralize Dashboard, locate the unique AI email address specific to the team's environment, located at the top right of the page
  2. Copy the email address
  3. Compose a new email and attach the document(s) to be uploaded
  4. Send the email to the unique AI email address
  5. The sender will receive an email confirmation acknowledging receipt of the documents
  6. The documents will appear in the Ready for Review list on the Centralize Dashboard once processed

Note: If an unsupported file format (e.g., a Microsoft Word document) is emailed, the sender will receive an error notification, and the file will not be processed. Any supported files in the same email will be processed normally.

Review and File AI-Processed Documents

Once a document's status is Pending, it is ready for a final review before being filed into the Minute Book or Documents section of the entity.

Document Details

  • Automatic Suggestions: Athennian AI suggests the appropriate entity and folder for the document.
  • Editable Fields: Edit the entity or folder if needed, and create new entities if they don't exist in the system.
  • Document Metadata: The AI picks up details like document name, effective date, and description.
  1. From the Ready for Review list, click on a document to open the review screen. The document preview appears on the left, and the AI-extracted data appears on the right.
  2. In the right-hand panel, on the Details tab, review the information extracted by AI:
    1. Document Details
      • Document Name: The title extracted from the document
        • Click the dropdown on the right to select either Suggested, Original or Custom
      • Effective Date: The effective date identified within the document's text
      • Description: An AI-generated summary of the document's content
        • Click the dropdown on the right to select either Suggested or Custom
      • Notes: Enter any optional notes
    2. Profile Details
      1. Entity: The Entity AI has associated with the document
        1.  
      2. Filing Location: The suggested folder within the Entity's Minute Book
        1. Verify and edit any of the suggested information on the Details tab as necessary. To change the filing location, click on the field and select a different folder.
        2. If the suggested Entity does not exist in the Athennian environment, select the option to create a new Entity directly from this screen.
      3. Additional Profiles: Click + Add Profile and select Entity or Person to file this document to other entity or people profiles
  3. Optionally, add any relevant information in the Notes field.
  4. Select the Principals tab to review principals detected in the document
    1. Mark the profiles to update as Approved. Those selected will be updated when the document is filed.
  5. Select the Registrations tab to review the registrations detected in the document
  6. Once all information is confirmed, click File
  7. A success notification will appear. The document is now filed in the specified location, and the system automatically displays the next document in the review queue.

Manage User Access to Athennian AI

Administrators can control which users have access to the Athennian AI feature.

  1. Navigate to Access > Users & Permissions
  2. Select the user whose access needs to be modified
  3. In the user's profile, find the AI Access setting
  4. Toggle the switch on to grant access or off to revoke access
  5. Save the changes

Note: Anyone can send documents to the unique AI email address, but only users with AI Access enabled can log in to Athennian and manage the documents from the AI Dashboard.

Video Instructions