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This guide provides a comprehensive overview of how to use the platform to automate workflows that require processing multiple documents. By uploading a folder of documents, you can leverage semantic search to find the right document and extract structured data from it.

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Overview

Kaizen’s document folder feature enables workflows to process uploaded documents by identifying the correct document using semantic search and extracting key information needed for form filling or data processing. This improves speed, accuracy, and consistency across automated submissions.

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End-to-End Process

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Step 1: Upload Document Folder

Upload a ZIP file containing all relevant documents in the Settings Page under Organization Files, then click Upload Folder. Documents are extracted from the zip file and processed to support semantic search queries.
Upload folder interface in Settings
The upload process returns a Folder containing all the processed documents that can be used in your workflows.
Only PDF files are currently supported for document processing.

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Step 2: Configure Workflow Parameter

Go to your workflow page and update the workflow to accept a Folder as a parameter. In the parameter schema, use Folder as the type.
Configuring folder parameter in workflow
The Folder parameter makes the workflow reusable and ensures it targets the correct document set for each execution. Add a Find Document block to your workflow to search within the uploaded folder.
Find Document block configuration
The Find Document block takes a search query (typically a provider name, identifier, or relevant keywords) as input and returns the best-matching document from the folder.

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Step 4: Extract From File Block

Use the Extract From File block to extract structured data from the document returned by the Find Document block.
Extract from file block configuration
Configure the block with the selected document from the Find Document block and define the schema of the content you want to extract. The block outputs structured JSON containing the extracted fields.

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Step 5: Use Extracted Data

The extracted values and metadata are now available to use in subsequent blocks. You can use these values to fill forms, make API calls, or perform any other actions in your workflow.

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Batch Execution

When running batch executions, you can select the appropriate Folder to pass as a parameter to your workflow. Use the Apply All button to apply this parameter across all entries in your batch.
Batch execution with folder parameter

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Summary

By uploading a ZIP of documents and running a workflow that searches and extracts information automatically, you can efficiently process document-based data entry tasks. This approach is particularly useful for scenarios like insurance form filling, credential verification, or any workflow that requires finding and extracting data from a collection of documents.