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.
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 structures and organizes company knowledge on a permanent basis, AI Workflows automate temporary time-limited, data-intensive or process-critical projectswhere information must first be obtained, structured and operationalized.
For a long time, migrating the complex catalogue was a major hurdle due to the amount of manual work involved. What was originally estimated to take weeks to input was completed by the AI workflow in a fraction of the time – and with a level of precision and data consistency that simply could not have been achieved manually.
Transferring 138,238 data fields to a website: AI Workflows have scaled this mammoth project down to a manageable size for Bosch Car Service. Instead of manual processing, the entire dataset was automatically extracted and converted directly into FirstSpirit code ready for import.
rms AI Workflows automate 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.
✓ 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
Transparent AI Workflows
✓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 GDPRRAG explains
How AI finds, evaluates and uses knowledge – instead of hallucinating.
Understanding technologyCentral 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.
🏗️ 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.
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.
Safety & operation
The AI Workflow Engine was developed for sensitive project environments:
✓ GDPR compliant
✓ Zero training (no data usage for models)
✓ EU hosting or on-premise
✓ Isolated project environment
✓ Controlled user access
✓ Complete data deletion after project completion
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.
Discuss use case