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The Elementum Intelligence File Reader uses AI to read and analyze text-based, image, and PDF documents. Configure custom system prompts to extract specific information and leverage multimodal AI Services like OpenAI and Google Gemini to power intelligent document processing in automation workflows.

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Key Features

AI-Powered Analysis

Uses advanced AI models to understand document content and extract structured information

Multimodal Support

Process text documents, images, and PDFs with the same AI-powered approach

Custom System Prompts

Configure specific instructions to extract exactly the information you need

Testing Interface

Test your system prompts and field extraction before deploying in automations

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AI Provider Support

The Elementum Intelligence File Reader works with multimodal AI Services:

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Supported AI Providers

Best for: Advanced reasoning and complex document analysisSupported Models:
  • o3 - Maximum intelligence for complex document analysis
  • o4-mini - Fast processing for routine document tasks
  • GPT-4 Omni - Balanced performance for general document processing
Capabilities: Text analysis, image recognition, PDF processing, complex reasoning
Best for: Cost-effective multimodal document processingSupported Models:
  • Gemini 2.5 Pro - Advanced document analysis and large responses
  • Gemini 2.5 - General-purpose document processing
  • Gemini 1.5 Flash - Speed-optimized document analysis
Capabilities: Text analysis, image recognition, PDF processing, multimodal understanding
To use Elementum Intelligence File Reader, you must first configure an AI Provider and create an AI Service. See AI Services for setup instructions.

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Supported Document Types

The Elementum Intelligence File Reader can process various document formats:
  • PDF - Text-based and scanned PDFs
  • DOC/DOCX - Microsoft Word documents
  • TXT - Plain text files
  • RTF - Rich text format
  • HTML - Web pages and HTML documents
  • JPG/JPEG - Compressed images with text
  • PNG - Portable network graphics
  • TIFF - Tagged image format
  • BMP - Bitmap images
  • GIF - Graphics interchange format
  • Scanned documents - AI can read text from scanned pages
  • Multi-page PDFs - Process entire documents or specific pages
  • Mixed content - Documents with text, images, and tables
  • Handwritten text - Basic handwriting recognition capabilities

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Creating an Elementum Intelligence File Reader

1

Prerequisites

Required Setup:
  • AI Provider configured (OpenAI or Gemini)
  • AI Service created for document processing
  • Access to test documents for validation
2

Navigate to File Readers

In your application, go to File Readers section
3

Create New Reader

Click + File Reader and select Elementum Intelligence from the document type options
4

Configure Basic Settings

Name: Enter a descriptive name (e.g., “Contract Analysis AI”)Description: Optional description for your teamAI Service: Select your configured AI Service
5

Configure System Prompt

Write a custom system prompt that instructs the AI on what information to extractExample: “Extract the contract parties, effective date, termination date, and key obligations from this document.”
6

Define Output Fields

Configure the fields you want the AI to populate based on your system promptExample Fields: contract_parties, effective_date, termination_date, key_obligations
7

Test with Sample Documents

Upload test documents to validate that the AI extracts the correct information

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System Prompt Configuration

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Writing Effective System Prompts

The system prompt instructs the AI on how to analyze documents and what information to extract:
  • Basic Prompts
  • Advanced Prompts
  • Industry-Specific Prompts
Simple Extraction:
Extract the following information from this document:
- Customer name
- Order date
- Total amount
- Product descriptions

Return the information in the specified fields.
Best for: Simple, straightforward document analysis

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System Prompt Best Practices

Be Specific

Clearly define what information you want extracted and in what format

Provide Context

Explain the document type and purpose to help the AI understand context

Define Formats

Specify date formats, number formats, and text formatting requirements

Handle Edge Cases

Include instructions for handling missing information or unusual formats

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Field Configuration

Configure output fields that match your system prompt requirements:

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Field Types and Configuration

Text Fields:
  • Text - General text content
  • Long Text - Extended text content
  • Email - Email addresses with validation
  • Phone - Phone numbers with formatting
  • URL - Website addresses
Date and Time:
  • Date - Date values (YYYY-MM-DD)
  • DateTime - Date and time values
  • Time - Time values only
Numeric Fields:
  • Number - Integer values
  • Decimal - Floating point numbers
  • Currency - Monetary values
  • Percentage - Percentage values
Structured Data:
  • JSON - Complex structured data
  • Array - Multiple values in a single field
  • Boolean - True/false values
  • Enum - Predefined options
Validation:
  • Required - Field must be populated
  • Optional - Field can be empty
  • Default Value - Value to use if not found
  • Format Validation - Ensure data meets format requirements

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Testing and Validation

Always test your Elementum Intelligence File Reader with representative documents before using in production automations. This ensures the AI extracts the correct information.

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Testing Process

1

Upload Test Documents

Use actual business documents similar to those you’ll process in production
2

Review Extracted Data

Check that the AI correctly identifies and extracts the required information
3

Validate Field Accuracy

Ensure extracted data matches expected formats and values
4

Test Edge Cases

Try documents with missing information, unusual formats, or poor quality
5

Refine System Prompt

Adjust the system prompt based on test results to improve accuracy

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Common Testing Scenarios

  • Document Variations
  • Content Variations
Test with:
  • Different document layouts
  • Various quality levels (scanned vs. digital)
  • Multiple page lengths
  • Different file formats
Validate:
  • Consistent field extraction
  • Handling of poor quality documents
  • Processing speed across formats

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Using in Automations

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Integration with Automation Workflows

The Elementum Intelligence File Reader integrates with automation workflows for sophisticated document processing: 
Document Upload → Elementum Intelligence Reader → AI Classification → Create Record → Start Process

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Common Automation Patterns

Trigger: Email Received (contract attachment) File Reader: Extract contract terms, parties, dates Actions:
  • AI Classification to determine contract type
  • Create Record with extracted contract data
  • Start Approval Process for contract review
  • Send Email Notification to legal team
Trigger: Attachment Added (invoice PDF) File Reader: Extract vendor, amounts, line items Actions:
  • Search Records to find existing vendor
  • Run Calculation to validate amounts
  • Update Record Fields with invoice data
  • Start Approval Process based on amount
Trigger: Document Upload (application form) File Reader: Extract applicant information Actions:
  • Transform Data to standardize formats
  • AI Classification to assess application quality
  • Create Record for applicant
  • Send Email Notification with next steps

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Advanced Workflow Integration

Combine AI document analysis with other AI capabilities: 
Document → Elementum Intelligence Reader → AI Summarization → AI Classification → Create Insights
Example Configuration:
  1. Document Upload: Complex research report
  2. Elementum Intelligence Reader: Extract key data points
  3. AI Summarization: Create executive summary
  4. AI Classification: Categorize findings
  5. Create Record: Generate comprehensive analysis

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Best Practices

Prompt Engineering

Invest time in crafting precise system prompts for optimal extraction results

Document Quality

Use high-quality documents when possible to improve AI accuracy

Validation Testing

Test extensively with real documents before production deployment

Error Handling

Implement automation logic to handle extraction errors gracefully

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System Prompt Optimization

Effective Techniques:
  • Use clear, specific language
  • Provide examples of desired output
  • Include formatting instructions
  • Specify handling of edge cases
  • Break complex tasks into smaller parts
Common Pitfalls to Avoid:
  • Overly complex prompts
  • Ambiguous instructions
  • Missing format specifications
  • Unclear field definitions
  • Insufficient testing

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Advanced Features

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Multi-Document Processing

Process multiple related documents in a single workflow:
1

Document Batching

Configure automation to handle multiple document uploads
2

Contextual Analysis

Use AI to understand relationships between documents
3

Cross-Document Validation

Verify information consistency across documents
4

Comprehensive Reporting

Generate reports combining insights from all documents

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Dynamic Field Extraction

Adapt field extraction based on document type: 
Document → AI Classification (document type) → Dynamic Prompt Selection → Elementum Intelligence Reader
Benefits:
  • Handles various document types with single reader
  • Optimizes extraction for specific document formats
  • Reduces configuration complexity
  • Improves processing accuracy
Combine document extraction with AI search capabilities:
Extract and Index: Use extracted data for AI search indexing Search Enhancement: Improve search results with structured data Content Discovery: Find related documents using extracted information
Information Extraction: Extract key facts and insights Knowledge Base: Build searchable knowledge repositories Smart Retrieval: Use AI to find relevant information quickly

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Error Handling and Troubleshooting

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Common Issues

Symptoms: AI extracts incorrect or incomplete informationCauses:
  • Unclear system prompt
  • Poor document quality
  • Inappropriate AI model selection
  • Insufficient context in prompt
Solutions:
  • Refine system prompt with more specific instructions
  • Improve document quality before processing
  • Try different AI models for better results
  • Add more context and examples to prompts
Symptoms: File Reader fails to process documentsCauses:
  • AI service unavailable
  • Document format not supported
  • File size too large
  • Network connectivity issues
Solutions:
  • Verify AI service configuration
  • Check supported document formats
  • Optimize document size
  • Implement retry logic in automations
Symptoms: Same document types produce different extraction resultsCauses:
  • Ambiguous system prompt
  • Variable document quality
  • Model temperature settings
  • Insufficient training examples
Solutions:
  • Make system prompts more specific
  • Standardize document formats
  • Adjust AI model parameters
  • Provide more examples in prompts

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Validation Strategies

Implement validation checks in your automations to ensure extracted data quality and handle edge cases.
Validation Techniques:
  • Required field validation
  • Format validation (dates, numbers, emails)
  • Range validation for numeric fields
  • Pattern matching for structured data
  • Cross-field validation for consistency

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Performance Optimization

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Processing Speed

Optimization Techniques:
  • Use appropriate AI models for task complexity
  • Optimize document size and format
  • Implement parallel processing for multiple documents
  • Cache results for repeated processing
  • Use faster models for simple extraction tasks

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Cost Management

Cost Optimization:
  • Choose cost-effective AI models for routine tasks
  • Optimize system prompts to reduce token usage
  • Implement caching for repeated document types
  • Use batch processing for multiple documents
  • Monitor usage and adjust processing frequency

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Integration Examples

Contract Upload → Elementum Intelligence Reader → Extract Key Terms → Create Legal Record → Route for Review
System Prompt: 
Analyze this legal contract and extract:
- Contract parties (all companies and individuals)
- Contract type and purpose
- Effective date and termination date
- Key financial terms and payment schedules
- Important obligations and deliverables
- Governing law and jurisdiction
- Termination clauses and penalties

Format dates as YYYY-MM-DD and include currency symbols for financial amounts.

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Medical Record Processing

Medical Report → Elementum Intelligence Reader → Extract Patient Data → Update Medical Record → Alert Healthcare Team
System Prompt: 
Extract key information from this medical report:
- Patient name, age, gender, and medical record number
- Primary diagnosis and secondary conditions
- Treatment recommendations and medications
- Test results and vital signs
- Follow-up instructions and appointments
- Any critical or urgent findings requiring immediate attention

Maintain medical terminology accuracy and flag urgent items.

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Financial Document Analysis

Financial Statement → Elementum Intelligence Reader → Extract Financial Data → Run Calculations → Generate Analysis
System Prompt: 
Analyze this financial document and extract:
- Company information and reporting period
- Revenue, expenses, and profit figures
- Balance sheet items (assets, liabilities, equity)
- Cash flow information
- Key financial ratios and metrics
- Any notes or explanations for significant changes

Ensure all monetary values include currency symbols and are accurate.

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Comparison with Other File Readers

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When to Use Elementum Intelligence File Reader

Choose Elementum Intelligence when:
  • Processing complex, unstructured documents
  • Need intelligent content understanding
  • Working with various document formats
  • Requiring custom field extraction logic
  • Handling documents with mixed content types
Consider alternatives when:

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Capability Comparison

FeatureElementum IntelligenceText File ReaderPurchase Orders Reader
Flexibility⭐⭐⭐⭐⭐⭐⭐⭐⭐⭐
Accuracy⭐⭐⭐⭐⭐⭐⭐⭐⭐⭐⭐⭐⭐
Cost⭐⭐⭐⭐⭐⭐⭐⭐⭐⭐⭐⭐
Speed⭐⭐⭐⭐⭐⭐⭐⭐⭐
Complexity⭐⭐⭐⭐⭐⭐⭐⭐⭐⭐

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Next Steps

AI Services

Configure AI providers and services to power your document processing

Automation System

Learn how to integrate AI document processing with automation workflows
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OpenAI Setup

Set up OpenAI for advanced document analysis capabilities

Gemini Setup

Configure Google Gemini for cost-effective multimodal document processing
The Elementum Intelligence File Reader brings the power of AI to document processing, enabling sophisticated extraction and analysis of complex documents. Use it when you need intelligent understanding of document content beyond simple text extraction.
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