What the AI Scanner can extract and how to use it safely

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What AI Scanner is for

AI Scanner helps staff extract candidate information from uploaded case documents into VisaFlo’s questionnaire and form workflows. It is useful for reducing repetitive transcription; it does not establish that a value is correct, current, complete, or appropriate for an application. Use it only after you have identified the relevant document and the correct person or questionnaire section that should receive the information.

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Start with suitable source material

Scanner output is generally more useful when the document is clear, complete, and structured. Examples can include passports, prior forms, resumes, certificates, or legible PDFs. Poor scans, unusual layouts, long statements, handwritten material, and documents in a language your team cannot verify require more manual review.

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Review before saving or using data

After a scan:

1. Compare extracted names, dates, identifiers, and addresses to the source document.
2. Confirm that the values belong to the correct applicant or family member.
3. Resolve conflicts with existing questionnaire answers instead of selecting a value silently.
4. Fill missing fields manually where the source does not support a reliable extraction.
5. Review the questionnaire again before generating a document or running autofill.

This is the same operating sequence described in Automation & Review: collect, review, correct, automate, then verify.

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Use extraction logs for operational review

Workspace administrators can open Admin > AI Scanner Logs to review recent extraction runs. The queue shows the form type, file count, extracted-field count, status, and duration. A partial result means only some fields were extracted; review the relevant questionnaire and complete the remaining work manually.

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Control client access in questionnaires

Workspace staff can decide whether clients see AI Scanner in their questionnaires. Open Settings > Autofill, find AI Scanner, and turn the setting on only when client self-scanning fits your firm’s review process. Turning it off removes the client-facing Scanner entry point; it does not replace the professional review required for existing extracted data. Before enabling it, make sure clients know which documents are appropriate to scan and that submitted extractions still need staff verification.

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When not to use it

Do not treat an extraction as a shortcut around unclear or contradictory facts. Resolve the underlying client information first. Do not scan documents into the wrong family-member section, and do not upload case documents to any external system unless the firm’s approved data-handling process allows it.