The rms AI workflows. Understand documents. Automate processes.

Our AI workflows automate document-based business processes - from analysis and data preparation to cross-system processing.

Documents are not only read, but also understood, processed in a structured manner and transferred to operational systems. This turns unstructured information into reliable data and scalable processes - traceable, controlled and GDPR-compliant.

👉 Precise results instead of manual work.

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✓ CMS migration in days instead of weeks for Bosch Motorsport, ✓ Global translations automated for Bosch Automotive Aftermarket, ✓ AI-supported product data structuring for international catalog data, ✓ Document processes automated invoices & contracts, ✓ Automated from raw data to content for CMS publishing

What exactly are AI workflows?

AI Workflows extend the rms AI Suite with a project-based AI processing layer for complex, document-driven processes. While the AI Knowledge Hub permanently structures and organizes corporate knowledge, AI Workflows automate time-limited, data-intensive or process-critical projects in which information must first be obtained, structured and operationalized.

 

✓Documents are automatically recognized, typified and prepared in a structured manner
- regardless of format or source.

 

✓ Relevant content is precisely identified and extracted
- e.g. amounts, deadlines, product data or contract references.

 

✓ Extracted data is compared with existing tables, references or rules
- rule-based, traceable and reproducible.

 

✓Results remain verifiable:
including source reference, change history and manual approval.

 

✓ Structured data is available directly for Excel, reporting, CMS or API integration
- without media disruptions or manual rework.

 

👉 AI workflows are not a black box, but a controllable AI process environment. Extraction, rules and checking mechanisms are clearly defined - results remain transparent, controllable and auditable. This is how rms AI Workflows combine AI analysis with clearly structured process logic - productive, scalable and enterprise-ready.

Technology in detail

Operating AI securely

Control, data sovereignty and GDPR – right from the start.

Understanding security and GDPR

RAG explains

How AI finds, evaluates and uses knowledge – instead of hallucinating.

Understanding technology

Central workflow modules

From document to decision - automated, traceable and controlled. The AI workflows guide documents through a clearly defined process: from structured recording, AI-supported analysis and validation to usable further processing. This turns unstructured documents into reliable, verifiable and directly usable data - without manual intermediate steps or media disruptions.

Document recording & classification

Documents are automatically recognised, typed and structured — regardless of format or source.

AI extraction

Relevant content such as amounts, dates, contract references or award types are reliably identified and extracted.


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Matching & Process Logic

Extracted data is compared with existing tables, references or rules.

Review and validation

Results remain verifiable: including source references, change history and manual approval.

Export & Further processing

Structured data is available directly for Excel, reporting or API integration.

Findings & process optimisation

Results and checks flow back into the workflow and continuously improve rules, extraction and evaluations.

AI Workflow Engine in practical use

Every company works with document-based processes - from contracts and invoices to technical documents. rms AI Workflows automates precisely those areas where manual checking, searching or data transfer currently costs time.

Typical application scenarios:

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🏗️ Construction project controlling & auditing

Large quantities of invoices, contracts and supplements are automatically analyzed, compared and evaluated in a structured manner. Amounts, award types or addendum totals can be checked and are directly available for controlling or Excel evaluations.

The result: faster checking, fewer risks and complete project transparency.

⚖️ Contract analysis & compliance check

Contracts, annexes and supplements are automatically searched, classified and evaluated in terms of content. Deadlines, obligations or deviations remain traceable at all times.

Result: Recognize risks instead of checking documents manually.

🔎 Due diligence & project review

Large document inventories from projects, transactions or test procedures are automatically analyzed and evaluated in a structured manner. Contracts, invoices and supplements can be quickly searched, compared and checked for deviations.

Result: Relevant risks and correlations become visible - without manual document checking.

🏭 Technical documentation & service knowledge

Manuals, PDFs and technical documents are prepared contextually and made usable for teams or AI assistants.

Result: Find knowledge immediately instead of searching for a long time.

💰 Invoice processing & finance automation

Incoming invoices are recognized, relevant data is extracted and compared with existing systems or tables.

Result: Structured financial data without manual entry.

🗂️ Analysis of historical document holdings

Existing archives, legacy projects or grown document repositories are indexed and made searchable with the help of AI. Information, key figures or contract content can be extracted retrospectively and used for analyses.

The result: historical knowledge becomes usable again - instead of remaining hidden in PDFs.

🏎️ Product data migration & CMS automation

Product catalogs, technical data or structured content inventories are automatically transferred, cleansed and transformed according to defined rules. Content from different sources is standardized, enriched and prepared directly for import into CMS or PIM systems.

Result: Weeks of manual content preparation are reduced to just a few days - with higher data quality.

From documents to decisions: AI workflows create the basis for fast, auditable and automated business processes.

Success stories with rms AI workflows

Practical examples show how rms AI workflows automate complex document processes, prepare data intelligently and make operational processes measurably more efficient.

With rms AI Workflows, extensive Bosch Motorsport product data was automatically transferred to the CMS AI Workflows imported existing product data, structured it based on rules, and automatically generated CMS-compatible data records. The result: complete migration within a few days instead of manual content maintenance over weeks.

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rms AI Workflows automates the global translation process for Bosch Automotive Aftermarket and Bosch Car Service websites. Content for the internet and extranet is now processed, translated and delivered with the help of AI — in a fraction of the time it used to take.

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Why AI workflows are crucial

Classic AI can read documents. AI workflows turn them into workable processes.

They ensure that:

  • complex content is interpreted correctly

  • Connections remain recognized

  • Results are traceable

  • Data can be used in an audit-proof manner

This produces precise results instead of manual evaluation.

From document to structured result

Large volumes of documents become structured, verifiable and analyzable data within just a few days. AI workflows drastically reduce analysis effort and create a reliable basis for decisions, controlling and reporting.

FAQ | AI Workflows

Which projects are AI workflows particularly suitable for?

AI workflows are ideal for time-limited or data-intensive projects, e.g:

  • Document analysis & due diligence

  • Invoice and contract verification

  • Product data migrations

  • CMS or system migrations

  • International content and translation processes

How do AI workflows differ from the AI Knowledge Hub?

The AI Knowledge Hub permanently organizes corporate knowledge.
AI workflows, on the other hand, process project-related databases or operational processes.

In short:

  • Knowledge Hub = long-term knowledge base

  • AI workflows = automated processing & transformation

Do AI models need to be trained for this?

No.
AI workflows work rule- and context-based on your existing data. In most projects, no classic model training is required.

Project logics, extraction rules and matching mechanisms are configured instead.

How reliable is the data extraction?

Extracted content remains traceable at all times:

  • with source reference

  • version history

  • Validation and review steps

This creates verifiable results instead of black box AI.

Can existing Excel or system data be integrated?

Yes.
AI workflows automatically synchronize extracted information with existing data sources, e.g:

  • Excel lists

  • databases

  • CMS structures

  • Specialist systems or APIs

How quickly is a project ready for use?

Typical AI workflow projects are ready for productive use within a few days to weeks - depending on the amount of data, structure and scope of integration.

Many projects start with a pilot phase or test data.

Where is the data processed?

Flexible operation according to your requirements:

  • EU hosting

  • Private cloud

  • On-premise

All workflows are GDPR-compliant and follow clear access and security concepts

Can results be processed directly?

Yes.
The generated data is immediately available for:

  • CMS imports

  • Reporting & Analytics

  • Excel exports

  • API further processing

  • Downstream systems

Will AI workflows replace employees?

No.
AI workflows automate repetitive analysis and structuring tasks - employees retain control, review and decision-making authority.

The goal is acceleration, not replacement.

Can a workflow be customized?

Yes.
AI workflows are set up on a project-specific basis and can be expanded or adapted to new data sources, rules or processes at any time.

Ready for your project?

Together, we will examine how our AI workflows can automate your document and business processes.

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