This article describes how to use our AI Centralize feature within Unity Entity Management

How to Use the New Unity Entity Management AI Feature

Unity Entity Management AI helps centralize data across teams and tools efficiently. Follow these steps to utilize this feature effectively!

If firms have existing entities within in Unity Entity Management and they wish to upload and extract data from documents, including from scanned documents such as Minute Books, this can be done via AI Centralize. Document formats include PDF, PNG and JPEG and can even include handwritten documents.

Prerequisites

• Ensure your team has access to Unity Entity Management AI. If the firm has credits but the user is unable to access AI, please have the Firm's Administrator enable AI under the user profile.  
• Purchase AI credits to enable the feature.  Credits don't have to be repeatedly purchased.  They are ideal for adding existing data to entities that a client may have provided and saves time and effort in manually adding the information to the platform.  

Benefits

• Time Efficiency: Reduces document upload time significantly.
• Centralization: Streamlines workflows by centralizing document management.

Getting Started

1. Sign in to Unity Entity Management: Once logged in, you will see the new Unity Entity Management AI feature on the left sidebar (providing credits have been purchased and the feature enabled)
2. Open Centralize: Click on the Centralize Skill to open the main document page, which lists all incoming and filed documents.
3. The top left dashboard provides an overview of:
   • Hours saved through document uploads.
   • Number of documents successfully filed.
   • Documents ready for review, indicating their pending status for validation and filing.

Document Upload

• Supported File Types: Currently, Unity Entity Management AI supports uploading PDF, JPEG, PNG files.
• File Size Limit: The maximum file size allowed is 7MB per document.
• Email Size Limit: The maximum email size is 25MB.

There are two primary ways to upload documents:

1. Using the Upload Button:
   • Click the "Upload with AI" button.
   • Drag and drop files or upload directly from your desktop (supports PDFs, JPEGs, and PNGs).
2. Using the AI Email:
   • Each team has a unique AI email address.
   • Share this email with team members or external parties to send documents directly to Unity Entity Management AI.

Upload Example

1. Drag and Drop: Drag a document (e.g., an appointment of officers) from your desktop to the upload area.
2. Processing Status: The AI processes the document, changing its status to pending once done.
3. Review and Validate: Open the document to review the information, validate, and confirm for filing.

Email Upload Example

1. Send an Email: Email documents to the AI email address.
2. Acknowledgment: Receive an email acknowledgment listing the submitted documents.
3. Error Handling: If a non-supported format (e.g., Word documents) is sent, an error message will be received.
4. Review in Dashboard: Documents appear in the dashboard for review.

Document Details

• Automatic Suggestions: Unity Entity Management AI suggests the appropriate entity and folder for the document.
• Editable Fields: Edit the entity or folder if needed and create new entities if they don't exist in the system.
• Document Metadata: The AI picks up details like document name, effective date, and description.

Filing the Document

1. Validation: Ensure all details are correct.
2. File: Click "File" to complete the process. A notification confirms successful filing.

Managing Access

• User Access: Set AI access for team members in their access level settings.
• Email Usage: Anyone can email documents without needing Unity Entity Management user access.
• User Permission Requirements: To use Unity Entity Management AI, an individual must have user-level or higher role permissions. 

Credits Usage 

• Credit Consumption: 1 Unity Entity Management AI credit is deducted for every entity Centralize files to.
• Filter Options: Filter documents by status, errors, submitter, or date range. Save filters for team use.

Enjoy using Unity Entity Management AI to enhance your team's productivity and streamline your document management processes! If you are interested in our new AI feature, please your Account Manager or email uem.support@dyedurham.com