Hyverr, s.r.o.

Digital Clerk

The Digital Clerk is an automation solution that combines Robotic Process Automation (RPA) with Large Language Models (LLM)—to streamline the handling of incoming electronic mail. It automates the classification, data extraction, and routing of messages and their attachments, running in parallel with the organization’s existing filing or document management system. The goal is to reduce manual work, improve data accuracy, and ensure consistent handling of correspondence without disrupting current processes.

The first key function is classification. The robot uses metadata and inspects message attributes to determine the correct department: the subject line, the "for the attention of" field, and the contents of attachments. If the department cannot be determined from the subject or attention field, the robot exports the attachments—typically PDFs—converts them to text, and performs keyword-based text analysis.

This analysis uses a comprehensive internal database , which includes terms historically associated with specific departments. The system compares the extracted words with this historical classification to make a decision. Once a match is found, the message is automatically routed to the appropriate department. This form of adaptive classification improves over time as more documents are processed and categorized.

After classification, the extraction phase begins. Here, an NLP-based AI model identifies and retrieves relevant information from the documents. This data is extracted in a structured form, ready for downstream processing, such as database entry, reporting, or task automation.

The final step is validation. Extracted data is verified using format checks, logical rules, and consistency checks against known reference data. If any discrepancies or missing values are detected, the system can trigger manual review to maintain accuracy and completeness. This ensures reliable data output, even from complex or inconsistent inputs.

The Digital Clerk provides measurable operational benefits. It reduces the time needed to process incoming documents, improves data quality, minimizes the risk of human error, and supports compliance with data protection regulations through consistent rule-based handling. It also enables significant cost savings by automating repetitive manual tasks. By handling classification, extraction, and validation in a fully automated workflow, the Digital Clerk transforms how organizations manage incoming correspondence, making the entire process faster, more reliable, and scalable.

07 ECONOMIC DEVELOPMENT AND INNOVATION