AI reviews request content and suggests improvements to help applicants draft better requests.

1. Issue: Creating Responses Takes Time

The IT department manages internal IT infrastructure and handles urgent employee requests every day. Inquiries are submitted through a web form, with automated acknowledgment sent instantly upon receipt.

With 20 staff members, each handles 1-2 queries per day, sometimes up to 30 during peak periods. The complexity of inquiries has increased due to the adoption of cloud services, making it more time-consuming to craft responses.

As a result, there was a demand for a more efficient and rapid process for handling inquiries.

2. Solution: AI-Assisted Response Creation and Streamlining

The process owner reviewed the internal workflow and introduced the “AI Agent” auto step.

This process kicks in right after an inquiry is logged, with AI gathering relevant information to draft potential solutions and preliminary responses automatically. This relieves staff from creating responses from scratch.

AI assistance saves time by eliminating the need to draft responses from scratch.

Before

View details of the workflow diagrams

Inquiry Input[FORM]

The requester fills out the inquiry form.

Inquiry received

Receive notification of inquiry acceptance.

1.Enter First Response

The internal help desk agent provides the initial response.

Status:Noise

When “Noise” is selected in step 1, the case status will be set to “Noise”.

Status:Completed

When ‘Final Answer’ is selected in step 1, the case status will be set to ‘Completed’.

Status:Second Response In Progress

When “Reply & Escalate” is selected in step 1, the case status will be set to “Under Secondary Review.”

Initial Response (Final)

Receive initial response via email, and the process is complete.

Initial Response (Interim)

Receive initial response via email, and the process is complete.

2. Enter Secondary Response or Completed Item

The technical support agent enters a second response or, if the investigation will take time, an estimated completion date.

Status:Completed

If you select “Second Response” in step 2, the case status will be set to “Completed.”

Status:In Secondary Response (Completion Notification Update)

If you select “Second Response” in step 2, the case status will be set to “Under secondary review (with a provided estimated completion date).”

Second Response (Final)

Receive the second response via email and complete the process.

Estimated Completion Date Notification Received

Receive an email with the estimated completion date.

2b.Enter Second Response Text

The technical support agent enters a second response.

Second Response (Final)

Receive the second response via email and complete the process.

After

View details of the workflow diagrams

Inquiry Input[FORM]

The requester fills out the inquiry form.

Inquiry received

Receive notification of inquiry acceptance.

List solutions and prepare a draft response

The AI automatically gathers relevant information, then generates potential solutions and a draft of the response.

1.Enter First Response

The internal help desk agent provides the initial response.

Status:Noise

When “Noise” is selected in step 1, the case status will be set to “Noise”.

Status:Completed

When ‘Final Answer’ is selected in step 1, the case status will be set to ‘Completed’.

Status:Second Response In Progress

When “Reply & Escalate” is selected in step 1, the case status will be set to “Under Secondary Review.”

Initial Response (Final)

Receive initial response via email, and the process is complete.

Initial Response (Interim)

Receive initial response via email, and the process is complete.

2. Enter Secondary Response or Completed Item

The technical support agent enters a second response or, if the investigation will take time, an estimated completion date.

Status:Completed

If you select “Second Response” in step 2, the case status will be set to “Completed.”

Status:In Secondary Response (Completion Notification Update)

If you select “Second Response” in step 2, the case status will be set to “Under secondary review (with a provided estimated completion date).”

Second Response (Final)

Receive the second response via email and complete the process.

Estimated Completion Date Notification Received

Receive an email with the estimated completion date.

2b.Enter Second Response Text

The technical support agent enters a second response.

Second Response (Final)

Receive the second response via email and complete the process.

3. Customers Case Study

Honda Motor Co., Ltd.

Used for Company-wide Approval Flows such as general affairs applications, training recepti…

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Toho Gas Network Co., Ltd. (Negotiation and Design Section)

500 Applications Per Month Completely Digitized! Reduced Labour and Eliminated Printing and…

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MITSUBISHI PENCIL CO., LTD.

Moving Complex Business that had been processed by Notes to the cloud workflow. Approximate…

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4. Other Business Applications

We will enable AI-based reviews for the following tasks:

5. Related Posts

AI error-detection cut accounting’s workload by fixing flawed expense reports before approval.

1. Issue: Rework caused by errors in expense reports

As a manufacturer and distributor of industrial machinery, we regularly process employee expense reports for business travel and on-site assignments. The process involves an employee submitting a report, which is then reviewed and approved by their manager before being processed for payment by the accounting department.

However, due to busy schedules and other reasons, it was found that managers were often approving these reports without reviewing them thoroughly.

As a result, incomplete applications—lacking attached invoices or containing incorrect transaction dates—were being passed on to the accounting department.

This forced accounting staff to spend extra time verifying the details of each report, which ultimately caused payment delays.

2. Solution: Use AI to proactively detect errors in expense reports

To address this issue, the process owner incorporated an “AI Agent Process” and an “Automatic Report Generation Process” into the workflow.

When an expense report is submitted, a report is automatically generated based on its contents. Next, the AI analyzes the report to check for errors such as missing invoices or incorrect transaction dates. If any inconsistencies are found, the AI identifies the specific error and its reason, and this flagged report is then passed on to the manager for their approval.

This new system ensures that any flaws in the expense reports are visible before they ever reach the accounting department.

Pre-correcting errors in applications significantly reduced the time accounting staff spent reviewing and returning reports.

Before

View details of the workflow diagram

1.Expense Reporting

Employee submits an expense report.

2.Boss Approval

The submitted proposal is subject to approval or denial by the boss.

3.Payment

Payment approval or rejection will be processed by the Accounting Department.

After

View details of the workflow diagram

1.Expense Reporting

Employee submits an expense report.

x1.Generate Expense Report

Based on the first report, a report is automatically generated in the specified format.

x2.Detect Report Errors by AI

Based on the x1 expense report, the AI detects and highlights any discrepancies according to the instructions.

2.Boss Approval

The submitted proposal is subject to approval or denial by the boss.

3.Payment

Payment approval or rejection will be processed by the Accounting Department.

3. Customers Case Study

Honda Motor Co., Ltd.

Used for Company-wide Approval Flows such as general affairs applications, training recepti…

View More

Subaru Corporation

In automobile development, an environment to simulate performance and reliability was estab…

View More

ABeam Systems Ltd.

Approximately 30 HR-related tasks were digitized from paper. Further labor savings achieved…

View More

4. Other Business Applications

We will enable AI-based reviews for the following tasks:

5. Related Posts