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Field Setup Support Guide

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Docsumo

How to Use AI Prompts for Lightning-Fast Document Data Extraction

Welcome to your comprehensive support page for Docsumo’s Field Setup! This guide will walk you through the process of using AI-powered, plain-English prompts to extract, transform, and validate data from documents—no coding required.

Table of Contents

  1. Overview
  2. Blocks & Prompt Examples
  3. Step-by-Step Setup
  4. Use Case Scenarios
  5. Best Practices & Tips
  6. Get Support

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Overview

Docsumo’s Field Setup allows you to:

  • Create extraction rules using natural-language prompts
  • Normalize, calculate, and validate document data with AI
  • Test and iterate your rules instantly before production

Key Features & Prompt Examples

1. No-Code Extraction with Natural Language

Define what you want to extract in everyday English.
Prompt Examples:

  • Extract the "Invoice Number" and "Invoice Date" from the document.
  • Find and extract the "Customer Name" and "Total Amount Due".
  • Extract all line items including "Description", "Quantity", and "Unit Price".

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More detail: Extraction block and best practices


2. Cleaning

Standardize data to fit your database conventions, even if vendors use different formats.

Prompt Examples:

  • Normalize all variations of vendor names such as "Acme Corp", "ACME CORPORATION", or "Acme Co." to "ACME CORP".
  • Convert all dates to the YYYY-MM-DD format.
  • Map payment terms like "Net 30", "30 days", and "Due in 30" to "Net 30".

3. Calculations

Let Docsumo compute values on the fly, directly from your documents.
Prompt Examples:

  • Calculate the total sum of all {{field name}} and extract as {{file name}}.
  • Extract all {{field name}} values and calculate the average.
  • Sum all {{field name}} across the invoice and output as {{field name}}.

4. Validation

Ensure extracted data meets your requirements before further processing.
Prompt Examples:

  • Validate that the "Account Number" field contains exactly 11 digits.
  • Check if "Invoice Date" is not later than "Due Date".
  • Ensure "Total Amount" is a positive number and not blank.

5. Instant Testing & Iteration

Test your prompts and see the results immediately. Adjust as needed for accuracy.
Prompt Examples:

  • Extract "PO Number" and validate it starts with "PO-" followed by 6 digits.
  • Test extraction of "Vendor Email" and ensure it matches a valid email format.

Step-by-Step Setup

  1. Access Field Setup

    • Log in to your Docsumo account.
    • Go to the Field Setup section.

  2. Create Extraction Rules

    • Enter your extraction prompt in plain English.
    • Example:
      Extract "Invoice Number", "Vendor Name", and "Total Amount" from the invoice.

  3. Configure Data Transformations

    • Add normalization prompts to standardize data.
    • Example:
      Convert all currency amounts to USD.

  4. Set Up Validation

    • Add validation prompts to enforce data quality.
    • Example:
      Ensure "Invoice Number" is alphanumeric and 8 characters long.

  5. Test & Iterate

    • Run a test extraction on sample documents.
    • Review the output and refine prompts as needed.
    • Deploy when satisfied with results.

Use Case Scenarios

  • Invoices: Extract and validate invoice numbers, dates, line items, and totals.
  • Bank Statements: Calculate and validate average balances, account numbers, and transaction details.
  • Receipts: Normalize merchant names, extract totals, and validate tax calculations.
  • Contracts: Extract party names, contract dates, and specific clause texts.

Best Practices & Tips

  • Be specific in your prompts for higher accuracy.
  • Use validation to catch errors before they enter your workflow.
  • Iterate and test with a variety of sample documents.
  • Combine extraction, normalization, and validation in a single workflow for efficiency.

Get Support

Docsumo transforms manual document processing into a fast, accurate, and no-code experience. Work smarter, not harder!

Updated about 6 hours ago