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Upikajob Demo
  • 6 chapters
  • 5 steps
  • 2 min read

Import PDFs without losing the context of the review

Prepare the import of your PDF reviews: inventory, matching, reconstruction, human review and use after validation.

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Blank template, completed report: two needs

A blank template prepares a future form; a completed report holds the answers from a past review. In demos, use fictitious documents only.

  • Blank PDF template
    Goal
    Rebuild a form for a campaign
    Expected check
    Check sections, fields and workflow before rollout
  • Completed review
    Goal
    Bring the answers into the right record
    Expected check
    Check the record, type, date and content

Take inventory before preparing the batch

List review types, template versions and periods covered; spot duplicates and incomplete or hard-to-read documents. One file may contain several reviews.

Distinguish the employee concerned from the author of the evaluation, such as their manager. Names alone can be ambiguous; check identifiers and record matching within the scope of the authorized import.

Understand what reconstruction can miss

Optical character recognition can help capture fields, but handwriting, a checked box or a poorly scanned table can be misread.

Human validation remains the checkpoint

For an imported annual review, the import neither closes the review nor triggers every follow-up process: the record, visible in the monitoring view, awaits human validation.

Use the content according to the modules enabled

After validation, the configured processes can feed follow-up, goals, skills and training needs: read them with their context and origin.

Check the results before expanding the scope

At the end of the pilot, distinguish documents received, reconstructed, to be corrected and actually validated. List anomalies and how they were handled: wrong match, missing page, ambiguous field, duplicate.

Our quote and the import plan must specify who prepares the files, who corrects and who validates.

The steps

  1. Step 1: Inventory

    Separate templates, reports and documents needing clarification.

  2. Step 2: Match

    Check the record, review type and context.

  3. Step 3: Rebuild and proofread

    Compare fields with the source document, resolve ambiguities.

  4. Step 4: Validate

    Have a person confirm the record before finalization and follow-up processes.

  5. Step 5: Check the follow-ups

    Review goals, skills and needs in the configured modules.

Your checklist

Sources and references

To read the original texts and dig deeper at the source.

Helpful answers

Your questions, simply answered.

Pointers to assess your project and prepare the right questions.

All questions
Are scanned or handwritten documents imported without errors?

No error-free import is guaranteed: assess legibility on a sample and have a person check the reconstructed fields.

Can we import an old blank template?

Yes, that is a separate use: the template is used to rebuild a form, to be checked before rollout.

Who should validate the reconstruction?

An authorized person within the scope of the review. The project must define this role and how ambiguous passages are clarified.

Does the import preserve the value of a signature?

Reconstruction does not create new proof of signature: examine the source document, how it is retained and the applicable framework.

All resources
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