Email with manually processed documents
Attachments are repeatedly downloaded, reviewed, classified, or recorded.
Process Automation
Business Process Automation
We analyze manual and repetitive work, including tasks that copy information between systems, to identify technically feasible automations and define the necessary controls.
Signals to assess
Signs that a process may be automated
Repetition, manual transfers, and stable rules help identify opportunities that require technical review.
Repetitive data entry
People transcribe the same types of data from documents, forms, or messages.
Information copied between systems
Data is moved manually from one application to another following defined steps.
Repeated manual validations
Similar formats, fields, or conditions are checked in each case.
Files passed from person to person
Documents and reports move through email or folders to continue the process.
Processes managed in Excel or CSV
The operation depends on files that are frequently consolidated, compared, or updated.
Areas of work
What we can automate
Scope depends on the process rules, data quality, and mechanisms available in each system.
Information capture
We can assess data classification, extraction, and validation where formats and controls allow.
Intake and management
We can review workflows that identify messages and attachments, apply rules, and route them to the designated owner.
Controlled exchange
We assess data transfer between applications based on the available interfaces and technical conditions.
Preparation and distribution
We can analyze the generation, transformation, consolidation, or scheduled delivery of files.
Repeatable controls
Explicit conditions can be applied automatically, with human review for exceptions.
Case assignment
Documents, emails, or records can be routed according to agreed criteria if the inputs can be identified.
Process assessment
How we assess a process
This is Cálamo’s working approach for analyzing each case; it is not a certified methodology.
Understand the process
We review inputs, activities, owners, exceptions, and expected outcomes.
Identify repeatable work
We separate stable tasks from decisions requiring human judgment.
Review systems and data
We verify formats, access, information quality, and exchange mechanisms.
Design and validate
We propose a workflow with a defined scope and check rules, exceptions, and technical feasibility.
Implement and support
We configure the agreed scope, test its operation, and support rollout.
Integrations
Connections subject to technical assessment
We assess each integration to determine whether it is feasible through APIs, web services, databases, file exchange, or other available mechanisms.
APIsWeb servicesDatabasesSQLPythonEmailCSV and Excel filesERPCRMScan2x
What if a system has no API?
Alternatives such as database access, file exports, email, or other available mechanisms are assessed. Technical feasibility is confirmed before any commitment.
Documents and data within the process
Many processes begin with a document received by email, uploaded to a folder, or generated from a form. Before automating later steps, the document must be classified, relevant fields read, and information validated.
Scan2x, a document processing technology developed by Avantech Software, can serve as the document layer within broader automation. When the starting point is a physical archive, a document digitization project can prepare the information for later use.
Illustrative workflow
Conceptual example
This is a conceptual example using fictitious data; it does not represent a Cálamo project or outcome.
Intake
- Email with a fictitious invoice attached
Document reading
- Classification, OCR, and field extraction
Control
- Rule-based validation and human review for exceptions
Delivery
- Recording in a database or ERP and notifying the designated owner
Frequently asked questions
Automation basics
What is process automation?
It is the use of rules and technology to continuously execute defined process tasks, with controls and human involvement where appropriate.
How do I know whether a process can be automated?
It is worth assessing when it has frequent tasks, identifiable inputs, and clear rules. Exceptions, data, and systems determine the feasible scope.
What happens if a system has no API?
Alternatives such as databases, file exchange, email, or other available mechanisms are reviewed, and technical feasibility is confirmed before committing to the integration.
Can you automate processes initiated by email?
Receiving messages and attachments, classifying them, and applying rules may be feasible, depending on the email service, formats, and required controls.
Do you work with databases?
Yes, when authorized access and a technically suitable mechanism are available. Scope is defined after reviewing the structure, security, and intended use of the data.
What is the difference between automation and digitization?
Digitization is a one-off project that converts a physical archive into digital information; automation continuously executes the defined steps of a process.
Let's assess your process
Let’s review the tasks, rules, documents, data, and systems to determine a technically feasible scope.