Imagine a world where you never have to dig through those archive paper documents again to find that one document. Digitizing your documents instantly and accurately while seamlessly integrating the information in your CRM system may seem like a pipe dream. Say hello to the future with Optical Character Recognition (OCR) software. 

OCR for Salesforce is a complete game changer by revolutionizing how businesses handle data. You can convert scanned paper documents, PDFs, and images captured by a digital camera into editable and searchable data. Salesforce OCR not only minimizes the need for manual data entry associated with the risk of human error but also accelerates the process. 

By implementing OCR in your Salesforce instance your sales team can instantly capture client information from business cards or your support team can upload information from customer correspondence. The possibilities are endless and the benefits are instant. In this article, we will delve into the definition of OCR technology, the benefits of integrating OCR in Salesforce, and cover some key OCR solutions that are compatible with Salesforce. 

Definition of OCR Technology

So we’ve briefly covered that Optical Character Recognition is the method that converts your documents into searchable and editable data. Essentially, OCR extracts the text within an image or document and transforms it into machine-readable text. 

Here’s a brief overview of how OCR typically works: 

1. First, you will need to capture an image of your document, scan it, or even use your smartphone. Remember that the quality of your image will affect how accurate the OCR process is so ensure your scan is as clear as possible. 
2. The image undergoes preprocessing steps to improve recognition accuracy. These steps can include noise reduction, correcting tilted text, enhancing the contrast, and even converting the image to black and white. 
3. The software will analyze the image and identify the text characters. Each character, word, and line is segmented and then compared to a database of known characters. Algorithms are used such as feature extraction or pattern making. 
4. Once the text is recognized, it will undergo post-processing to correct potential errors and enhance accuracy. The software may refer to dictionaries for spelling errors and use text-based algorithms to assist with word recognition. 
5. The captured data is machine-readable text that you can search, edit, and index. This final output can be exported to various formats including plain text, documents, and most importantly inputted into your CRM system to grow your database. 

OCR is invaluable for enhancing your operational efficiency, reducing the need for manual input, and improving your data accessibility. Keep reading to find out more about the benefits of using OCR in Salesforce and Salesforce Optical Character Recognition solutions. 

Benefits of Integrating OCR in Salesforce

Integrating Optical Character Recognition in your Salesforce ecosystem can offer your business numerous benefits. We’ve covered the native Salesforce OCR tool and highlighted a few of the key advantages for you to consider. 

Salesforce Einstein OCR

Salesforce Einstein OCR is the fully integrated AI-powered optical character recognition software within the Salesforce ecosystem. Einstein OCR offers high precision and machine learning to constantly improve its recognition capabilities. Due to being a native Salesforce OCR solution, Einstein integrates seamlessly with all other Salesforce applications for an efficient workflow. Einstein OCR can be applied in your sales processes by capturing lead information efficiently. Improve your customer service efforts with quick data retrieval. Automate the entry of your invoice and receipt data for all things finance. Enhance your marketing efforts by providing accurate data that can be used for audience segmentation. 

Automation of Data Entry Processes

First up we have the reduction of manual effort, OCR automates the process of extracting data from documents and inputs it into your database. This means your team doesn’t need to spend hours painstakingly reading documents and typing the information into Salesforce, OCR does it all for you. Data is also captured quickly which saves you time and allows your team to immediately start working with the captured information instead of spending time capturing it. 

Increased Accuracy and Efficiency in Data Capture

OCR goes under pre and post-processing to eliminate the likelihood of errors creeping into your database. Often with the traditional manual data capture process, errors can include typos or incomplete information being entered into your CRM system. You also can rest assured that your data will be uniformly formatted which is crucial for maintaining consistency and assisting with your content being easily searchable. 

Improved Customer Data Management

By capturing customer data quickly and accurately, you can address and resolve customer inquiries promptly. You can provide customized and personalized customer interactions using the data that’s readily available at your fingertips. By using OCR to capture your customer data in one central location, you can gain a unified view of your customers. 

Enhanced Compliance and Data Security

OCR software processes information securely so you can rest assured that your sensitive data remains protected. You can configure automated processes to ensure that your compliance measures are being followed each time data is extracted from a document. 

Key OCR Solutions Compatible with Salesforce

There are multiple tools on the market that you can use for your Salesforce Optical Character Recognition processes. These tools are designed to enhance the data management processes for your Salesforce OCR. We’ve covered the native Salesforce Einstein OCR solution above and will provide you with a brief overview of three third-party tools that you can use for OCR in Salesforce below. 

DocParser extracts data from any document, from PDF to Excel, and copies it to the location of your choice. 

Rossum captures and exports large volumes of data using AI-driven OCR. Offering high accuracy and quick deployment. 

Finally, we have Titan Files, a Salesforce Flows solution you can implement to streamline processes and enhance user flexibility. Titan offers OCR software that uploads any text directly to your Salesforce records in seconds. Whether you are working with receipts, passports, invoices, documents, certificates, or business cards the data will be captured efficiently and accurately. 

By leveraging the capabilities of OCR solutions and combining them with your Salesforce CRM, you can improve your overall efficiency, accuracy, and performance.