Case Study: Automating Order Processing of FAX and Email Orders Using Salesforce 'Prompt Builder' – Aico Co., Ltd.

Background and Challenges: Handling Diverse Order Forms (FAX/PDF) and Manual Data Entry Burden

Aico Co., Ltd., a leading manufacturer of fireproof safes and office furniture, faced the challenge of streamlining analog processes in order management from dealers.

Orders were not only received via FAX, but increasingly as PDF attachments via email, with formats varying significantly by dealer. Previously, staff manually reviewed each order form and entered data into the existing production and sales management system, "UM SaaS Cloud."

This process not only caused operational bottlenecks during peak periods but also introduced risks of data entry errors and knowledge silos, making digital transformation for efficiency a pressing need.

Our Support: Building an Order Automation Platform Powered by Generative AI

To enable paperless and automated order processing for Aico, Frogwell seamlessly built an AI OCR solution using Salesforce's latest AI feature, "Prompt Builder," along with automated integration to the existing sales management system, "UM SaaS Cloud."

Regardless of the medium (FAX or email-attached PDF), incoming order files are simply uploaded to Salesforce, enabling end-to-end processing from document analysis to registration in the core system.

Three Core Processes in This Project

Rather than fully delegating to AI, we designed a seamless three-step workflow within Salesforce to ensure field staff can operate with confidence and reliability.

File Aggregation Across Media and Advanced OCR via Prompt Builder

Various order forms (PDFs, etc.) received via FAX or email are first aggregated into Salesforce and attached to records. Then, AI OCR processing is executed using Salesforce's "Prompt Builder." Leveraging the generative AI's advanced contextual understanding, we successfully achieved flexible and highly accurate automatic extraction and text conversion of data such as product codes, quantities, delivery dates, and customer information—even from multi-format order forms with varying layouts and field positions across dealers.

Visual Confirmation on Salesforce for Field Staff Assurance

To prevent misregistration risks from automation, we implemented system-level safeguards. Data extracted by AI is first displayed on a Salesforce confirmation screen. Staff can quickly compare the original order file with the AI's reading results on-screen and make corrections if necessary. By incorporating the reassuring step of "final human verification," we ensured smooth adoption by frontline teams from day one.

One-Click Automated Registration to UM SaaS Cloud

Once confirmed, a single click on the "Order Registration" button on-screen is all it takes. Salesforce directly integrates with Aico's core sales management system, "UM SaaS Cloud," automatically mapping and registering the verified data as order entries. This has significantly reduced the burden of manual data entry.

Results and Future Outlook: Reduced Manual Workload, Faster Shipping and Customer Response

This system implementation has established a partially automated workflow where order forms received via FAX or email are smoothly digitized and instantly synchronized with UM SaaS.

By reducing the burden of manual data entry, the order center's workload has been significantly alleviated, and time spent on input tasks has been shortened. Risks of transcription errors and missed checks have been minimized, enabling a system to handle shipping arrangements quickly and accurately, even during peak periods.

Aico will continue to leverage this robust digital foundation to further enhance back-office operations and advance its DX (Digital Transformation) initiatives.

▶▶▶ Contact Frogwell Here ◀◀◀

https://frogwell.co.jp/contact/

*"UM SaaS Cloud" is a trademark or registered trademark of Synapse Innovation Co., Ltd.

[Company Overview]

Company Name: Frogwell Inc.

Representative: Naoya Kotani

Established: May 2010

Headquarters: 10th Floor, Akasaka Intercity, 1-11-44 Akasaka, Minato-ku, Tokyo 107-0052, Japan

◆ Business Activities

- System development for manufacturers and distributors

- Salesforce solution development and implementation support

- Data analysis and consulting

- Medical data collection and processing