# CTC Smart Tech — DocAgent & Back-office Copilot Updated 09.2026 A design case study from the DocAgent demo: intake, extraction, document reconciliation, exception handling and traceable approval. DocAgent has an existing demo UI; the role-based workspace/apps and the new assistant are proposed prototypes. ## Business flow - **Intake**: Attach documents to a file code; record source and version. - **Extraction**: Normalise fields while keeping links to the original document. - **Reconciliation**: Cross-check and queue discrepancies. - **Verification**: The owner checks the basis, adds documents or explains. - **Approval**: The manager approves within scope; data becomes eligible for the next step. ## DocAgent: operations centre Captured from the existing DocAgent demo. Record and partner data redacted; UI structure and labels kept. ![Existing demo · data redacted](https://solutions.smarttechctc.io/solutions/ai-automation/screens/source-dash.webp) ## DocAgent: Back-office Copilot Captured from the existing DocAgent demo. Record and partner data redacted; UI structure and labels kept. ![Existing demo · data redacted](https://solutions.smarttechctc.io/solutions/ai-automation/screens/source-copilot.webp) ## DocAgent: audit trail & permissions Captured from the existing DocAgent demo. Record and partner data redacted; UI structure and labels kept. ![Existing demo · data redacted](https://solutions.smarttechctc.io/solutions/ai-automation/screens/source-audit.webp) ## Document Operations workspace Prototype dashboard with simulated records; states and process follow the solution design. ![Proposed prototype](https://solutions.smarttechctc.io/solutions/ai-automation/screens/workspace.webp) ## Document Operations assistant What does not match in the document set? Sourced simulated scenario; no LLM call. ![Proposed prototype](https://solutions.smarttechctc.io/solutions/ai-automation/screens/assistant.webp) ## App Document specialist Every file has a clear source. - Confirm input documents belong to the right file. - Mark version and readability as checked. - Forward discrepancies to the reviewer. Module: File → Document set → Exceptions Permissions: Assigned files only; cannot close discrepancies or transmit declarations. ![App](https://solutions.smarttechctc.io/solutions/ai-automation/screens/operator.webp) ![App](https://solutions.smarttechctc.io/solutions/ai-automation/screens/operator-detail.webp) Try it: https://solutions.smarttechctc.io/demo/solutions/ai-automation/operator/ ## App Reviewer Explain every mismatch. - Read data fields and source documents. - Record the basis for the quantity gap. - Send the review result to the manager. Module: Reconciliation matrix → Exceptions → Review result Permissions: Records verified checks; cannot submit official data. ![App](https://solutions.smarttechctc.io/solutions/ai-automation/screens/reviewer.webp) ![App](https://solutions.smarttechctc.io/solutions/ai-automation/screens/reviewer-detail.webp) Try it: https://solutions.smarttechctc.io/demo/solutions/ai-automation/reviewer/ ## App Operations manager Decide on complete evidence. - Read the file and review result before approving. - Approve or return with a request for additions. - Track history and accountability. Module: Approval queue → Agent permissions → Audit log Permissions: Approves within delegated scope. Official signing/submission is a separate step. ![App](https://solutions.smarttechctc.io/solutions/ai-automation/screens/manager.webp) ![App](https://solutions.smarttechctc.io/solutions/ai-automation/screens/manager-detail.webp) Try it: https://solutions.smarttechctc.io/demo/solutions/ai-automation/manager/ ## Sourced assistant INV-DEMO shows 120 units, PACK-DEMO shows 118: a 2-unit gap. Versions must be compared and explained before approval. The assistant does not pick the correct number or submit official data. - INV-DEMO v1: Illustrative quantity: 120 units; not a real invoice. - PACK-DEMO v1: Illustrative quantity: 118 units; the owner must reconcile. - RULE-DEMO-01: Quantity gaps need an explanation before approval. ## Pilot roadmap - Pick one document type, an answer key and a baseline. - Configure extraction, rules and the exception flow. - Run reconciliation alongside specialists; check permissions and traces. - Accept on new files, then extend integration. ## Acceptance - Quantity gaps are blocked before approval. - Every field has a source or is flagged as unverified. - No data leaves automatically; every action has a person and a reason. - Per-file permissions, versioning and duplicate-submission errors are tested. ## Boundary & production conditions No digital signing, no declaration transmission, no changes to external business systems. The prototype stores data in one browser; there is no backend, multi-user authentication, cross-device sync or real LLM. APIs, backend permissions, audit and integration must be accepted separately. Source: CTC Smart Tech internal DocAgent demo Case study: https://solutions.smarttechctc.io/case-study/docagent-automation/ ## Problem - Documents arrive through many channels, formats and templates. - Manual reconciliation misses gaps between invoices, bills of lading and packing lists. - Process knowledge is scattered; exceptions depend on experienced staff. ## Input data - A sample document set cleared for use, plus the expected reconciliation results. - Item, supplier and contract catalogues and the checking rules. - APIs or data-exchange mechanisms with ERP/WMS/TMS; a permission matrix. ## Deliverables - Agreed data dictionary, flow diagram and reconciliation rule set. - Demo on sample documents, exception screens and approval history. - Test suite, integration docs, operating guide and handover. - Case study with screenshots, a workspace and sample apps for three roles; module/permission matrix and handover flow. ## Governance - Suggested HS codes and declaration data are supporting input; specialists verify before use. - The demo does not prove a live connection to production systems; APIs and access rights are checked during discovery. - Documents containing unusual instructions must not change agent permissions; actions are limited per account.