When presented with two or more brands that offer similar services or products, the choice often comes down to “who offers the better overall experience.” Today, customers want fast and accurate service — anything less than that, and they’ll move on to the next business that can offer better services. This is where AI Chatbots come in,

In an attempt to keep customers engaged, provide convenient solutions, and offer 24/7 support, many businesses have adopted AI chatbots on their websites and applications. Surprisingly, even with major concerns about the lack of human touch when it comes to AI chatbots, statistics indicate that 40 percent of internet users don’t really care whether they interact with human or bot support as long as you meet their product and customer support needs.  

Features of AI chatbots for PDF document management

AI chatbots can help you manage your organization’s PDF documents more effectively and efficiently by providing several features to save time by reducing or eliminating repetitive manual tasks, and by making it quicker and easier to research, summarize, translate, and rewrite content.

Content summarization

When dealing with extensive volumes of PDFs, whether they are research papers, legal documents, reports, or articles, manually sifting through each document to extract key information can be time-consuming and labor-intensive. Content summarization by AI chatbots addresses this challenge by identifying and condensing the most important content, thus streamlining document management workflows.

There are two main approaches to summarization that AI chatbots use: extractive and abstractive. Extractive summarization involves selecting and extracting important sentences or paragraphs directly from the document, while abstractive summarization involves generating new sentences that capture the document’s main ideas in a more concise form.

Language translation

This feature is particularly useful if your organization operates in global markets or deals with multilingual audiences, as it ensures that everyone can access your content regardless of their native language. It facilitates cross-cultural communication by breaking down language barriers and enabling collaboration — whether it’s sharing documents, exchanging information, or collaborating on projects.

Search and retrieval

You can easily search and find important data and information within PDF documents using AI chatbots without having to read the entire content. They make this possible by indexing the documents’ content, thus creating a searchable database of keywords and their corresponding locations within the documents. Therefore, when you input a certain word, the chatbots scan the PDF document and identify all the relevant matches.

Some AI chatbots also make the search process more intuitive and user-friendly by supporting natural language queries. They leverage natural NLP algorithms to interpret the user’s query without necessarily requiring specific keywords. Additionally, AI chatbots often offer advanced filtering options to refine search results further. You can apply filters based on criteria such as document type, date range, author, or metadata.

Data extraction

Extracting data from scanned or image-based PDF documents poses a unique challenge due to the lack of searchable text. However, AI chatbots overcome this challenge by using optical character recognition (OCR) technology. This technology analyzes the visual content of PDF documents, identifies individual characters, and converts them into machine-readable text. Once extracted, AI chatbots validate and verify the data to ensure its accuracy and reliability. This may involve cross-referencing the extracted data with external sources or applying validation checks to verify the correctness of the extracted data.

Applications of AI chatbots

While customer support has been the most common use of AI chatbots, the applications of these tools are limitless. These include:

Legal

Busy law firms deal with numerous documents, from contracts to court filings and client documents. Managing all these documents manually can be a time-consuming and tedious task. However, AI chatbots can help lawyers in discovery and contract management. For instance, in discovery, AI chatbots can expedite the process of searching relevant evidence across vast volumes of processed data. This frees up lawyers from manual processes and helps them focus on other tasks that require human touch.

Marketing

Creating campaign briefs for marketing, especially large ones, can take up valuable time from marketing teams. This is because it involves a lot of research. AI chatbots can assist marketing teams by analyzing market trends and consumer behavior patterns and providing actionable insights to inform campaign strategies. AI algorithms can also segment audiences based on demographics, behaviors, and preferences, which are essential for tailoring campaigns to specific audiences for maximum relevance.

Education

Students conduct a lot of research, especially as they enter higher education. Traditionally, it would take weeks or months to complete research projects. With the integration of AI chatbot technologies in educational workflows, students are now completing projects in a few days. This technology leverages data analysis to identify patterns and trends, synthesize information quickly, and inform research findings. 

Advantages of AI chatbots

Your organization can reap several benefits from adopting AI chatbots in your workflows, including:

Enhanced efficiency

Even with years of training, humans can’t be as fast as AI chatbots when processing and retrieving information. With AI chatbots, your organization can save a lot of time by allowing employees to focus on more important tasks that generate revenue.  

Minimizing human errors

Even the best-trained employees sometimes make errors, which can cost your business money. With AI chatbots, the chances of errors occurring are close to zero. AI chatbots analyze information with much more precision than the average human, minimizing the chances of errors occurring due to misinterpretation. It’s also worth noting that AI chatbots leverage adaptive algorithms that enhance accuracy over time. This simply means that these solutions easily incorporate feedback for ongoing improvement. 

Enhanced convenience 

Unlike human staff who get tired and need breaks, AI chatbots offer the convenience of round-the-clock assistance. This can be particularly advantageous if your organization offers services and products worldwide. It ensures that customers from different time zones always have access to support whenever needed and don’t have to wait for business hours for assistance. 

Scalability

With time, your organization will experience growth, which directly translates to increased workloads. This can lead to overwhelmed staff and workflows, which may affect the quality of services or products you provide. AI chatbots offer a scalable solution to accommodate your organization’s growing demands. Unlike human staff, AI chatbots can handle unlimited inquiries simultaneously without experiencing fatigue or burnout. 

Integrate AI chatbots in your workflows with Foxit  

Businesses that have embraced AI have seen a significant XX% increase in productivity, and 72% of executives believe that AI will be the most significant business advantage of the future.

With Foxit Editor Suite, you can leverage the benefits of a PDF document processor enhanced with an AI assistant. This product leverages ChatGPT’s capabilities to perform tasks like summarizing documents, rewriting, translating content, extracting content, correcting spelling and grammar, and more. Start your free trial today.