CTC SMART TECHFrom scattered documents
to an approval-ready file.
A design case study from the DocAgent demo: intake, extraction, document reconciliation, exception handling and traceable approval.
CTC SMART TECHEvery step has an input.
Every decision has a basis.
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.
CTC SMART TECHFrom existing sources
to proposed design.
DocAgent has an existing demo UI; the role-based workspace/apps and the new assistant are proposed prototypes.
Source
CTC Smart Tech internal DocAgent demo
Scope
No digital signing, no declaration transmission, no changes to external business systems.
CTC SMART TECHDocAgent: operations centre
CTC SMART TECHDocAgent: Back-office Copilot
CTC SMART TECHDocAgent: audit trail & permissions
CTC SMART TECHDocument Operations workspace
CTC SMART TECHDocument Operations assistant
CTC SMART TECHWork handed over
through one record.
01
Awaiting intake
02
Awaiting review
03
Awaiting approval
04
Approved internally
CTC SMART TECHDocument specialist
CTC SMART TECHFocus on the work
that needs handling.
01
Confirm input documents belong to the right file.
02
Mark version and readability as checked.
03
Forward discrepancies to the reviewer.
CTC SMART TECHReviewer
CTC SMART TECHFocus on the work
that needs handling.
01
Read data fields and source documents.
02
Record the basis for the quantity gap.
03
Send the review result to the manager.
CTC SMART TECHOperations manager
CTC SMART TECHFocus on the work
that needs handling.
01
Read the file and review result before approving.
02
Approve or return with a request for additions.
03
Track history and accountability.
CTC SMART TECHRole-based apps.
Shared business data.
Experience
Admin workspace, mobile apps and assistant access the same record code.
Platform
Permissioned APIs, business services and change logs.
Data
Versioned sources, source-system integration and sync.
CTC SMART TECHCompare sources
before concluding.
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.
CTC SMART TECHApproval tied to
the accountable person.
Document specialist
Assigned files only; cannot close discrepancies or transmit declarations.
Reviewer
Records verified checks; cannot submit official data.
Operations manager
Approves within delegated scope. Official signing/submission is a separate step.
CTC SMART TECHTry in a small scope.
Measure before scaling.
01
Pick one document type, an answer key and a baseline.
02
Configure extraction, rules and the exception flow.
03
Run reconciliation alongside specialists; check permissions and traces.
04
Accept on new files, then extend integration.
CTC SMART TECHProve it with
scenarios and data.
01
Quantity gaps are blocked before approval.
02
Every field has a source or is flagged as unverified.
03
No data leaves automatically; every action has a person and a reason.
04
Per-file permissions, versioning and duplicate-submission errors are tested.
CTC SMART TECHDefine the priority
problem together.
info@smarttechctc.io · (+84) 032 9119 825
Case study
solutions.smarttechctc.io/case-study/docagent-automation/
Pilot
Fix scope, data sources, owners and acceptance criteria.