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What AI Scanner is for

AI Scanner reads a client’s documents and suggests answers for their questionnaire. It saves you retyping names, dates, and numbers. It does not tell you that a value is correct, current, complete, or right for the application. You review every value before it is saved. Use it only after you know which document you are scanning and which person’s questionnaire should receive the information.

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Start with suitable source material

The scanner works best on clear, complete, structured documents, such as passports, earlier IMM forms, resumes, certificates, and legible PDFs. Poor scans, unusual layouts, long statements, handwriting, and documents in a language your team cannot read all need more manual review.

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Before you start

  • AI Scanner is not included on every plan. If it is greyed out, hover over it to see why.
  • A few case types don’t support AI Scanner yet. Hovering the option tells you when yours is one of them.
  • Each person can have up to 10 files per scan: PDF, Word, Excel, or image files (JPG, PNG, GIF, WEBP).

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Scan a document

  1. Open the case and select Forms. To scan for several people at once, stay on the case’s Forms page. To scan for one person, open their questionnaire.
  2. Open AI Scanner in one of two ways:
    • On the AI Scanner banner at the top of the questionnaire, select Scan Now.
    • In the left panel, select Import (the download icon), then AI Scanner. Use this when the banner is hidden, for example in Review Mode.
  3. Find the card for the right person. On the Forms page, each person on the case has their own card, with their name and role, such as Principal Applicant. Inside one person’s questionnaire, you see only their card, marked Currently open.
  4. Drag the files onto that person’s card, or select Drag and drop, or click to upload to choose them. The card counts them, for example 1/10 selected. Select X on a file to remove it.
  5. Select Scan Data. If you added files for more than one person, the button reads Scan 2 forms (or the number of people) and scans them together.
The scanner shows its progress while it reads. A large or multi-page file can take up to a minute. You can’t close the scanner while it scans.

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Review the results

Nothing goes into the questionnaire until you import it. The files you scanned are already saved to the case, in Files under Uploads for that person, in an AI Scanner folder, whether or not you import. The review opens one person at a time. The header shows the name and role of the person you are reviewing, and a counter such as 1 / 2.
  1. Check the person. Make sure the name in the header matches the person in the document. If you scanned a document into the wrong person’s card, select Skip this form. Then open the scanner again and add the file to the right card. In the case’s Files, delete or move the file from the wrong person’s AI Scanner folder.
  2. Read the summary. Scan Complete lists the sections found in the document (Detected in document) and the ones it did not cover (Not found in this document). The badge shows how many of the scanned fields are included, for example 10 / 10 fields.
  3. Compare each value with the document. Check names, dates, document numbers, and addresses letter by letter. To fix a value, click it and type.
  4. Decide on conflicts. When a scanned value would replace an answer already in the questionnaire, an amber note lists those fields. Select a field name to jump to it. Under the field you see Current value with the existing answer. Then choose:
    • Select Keep current value to keep the existing answer. The field is marked Excluded and is not imported.
    • Leave the field as it is to replace the existing answer with the scanned value.
  5. Leave out what you don’t want. Hover over a field and select X to exclude it. Select Exclude section to leave out a whole section. Select Restore or Include section to bring it back.
  6. Check repeating sections. For sections like travel history, the scanner shows the entries already in the form. Untick any entry you don’t want to keep. The note tells you how many entries will be added or removed.
  7. Select Import N fields to form, where N is the number of fields you are importing. To leave this person’s questionnaire unchanged, select Skip this form.
If more than one person was scanned, the next person’s review opens. After the last one, the scanner closes.

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After you import

  • A message confirms the import, for example 9 fields were imported to the form. For the questionnaire you have open, the message also has Undo import. Select it within 10 seconds to put the previous answers back. Imports into other people’s questionnaires on the case can’t be undone.
  • The questionnaire scrolls to the first section that changed and highlights it for a moment.
  • Fill in anything the scan did not read. The scan only fills what it could read clearly, so a date hidden by glare or a field the document doesn’t have stays as it was. Type it in from the original document.
  • Review the questionnaire again before you generate documents or run autofill.
This follows the same order as Automation & Review: collect, review, correct, automate, then verify.

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Control client access in questionnaires

Clients see AI Scanner in their own questionnaires unless an admin turns it off. To change it, open Settings > Preferences and find AI Scanner under Miscellaneous. Turn it off if client self-scanning doesn’t fit your firm’s review process. Turning it off removes the scanner from client questionnaires. It does not replace your review of data already extracted. While it is on, tell clients which documents are right to scan, and remember that their scans still need staff review.

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When not to use it

Don’t use a scan as a shortcut around unclear or contradictory facts. Resolve the client’s information first. Don’t scan documents into the wrong family member’s card. Don’t upload case documents to any system your firm’s data-handling process does not allow.

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Troubleshooting

  • A card says the form type isn’t supported yet. The scanner can’t read into that person’s form. Fill it in by hand.
  • A scan failed. The scanner goes back to the upload screen and shows the error on that person’s card. Scan that person again, or try a clearer file.
  • No extracted fields could be matched to this form. The document doesn’t match this questionnaire’s sections. Try a clearer document, or one that covers the sections you need.
  • Some fields were not imported because their section is hidden. The section depends on an answer elsewhere in the questionnaire. Answer that question, then scan again or type the values in.
  • Could not be scanned (try again). A section could not be read this time. Scan again to retry it.