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PUBLIC FORMS AUTOMATION

Move every public form from submission to resolution.

Artificio captures forms and supporting documents, validates what was submitted, routes exceptions to the right team, coordinates email approvals, and keeps every decision traceable.

Explore the workflowDiscuss your process
  • ✦ Solution workflow—not a customer performance claim.
New public submission · PF-10428NEW
Request type
Program application
Attachments
3 documents
  • ✓ Required information complete
  • ↗ ROUTED TO · Program review queue

HOW IT WORKS

One governed path for every submission.

Choose a step to see how information moves through the workflow. Your agency defines the forms, rules, roles, and final decisions.

  1. 01

    One accessible place to submit

    Residents, businesses, and partner organizations complete a branded form and attach supporting documents from any device.

    • Conditional questions
    • Required-field checks
    • Document uploads
  2. 02

    Turn submissions into structured work

    Artificio reads the form answers and supporting documents, classifies what arrived, and organizes the case for the next step.

    • Field extraction
    • Document classification
    • Evidence attached to the case
  3. 03

    Confirm the submission is ready

    Configured rules check required information, attachments, and eligibility inputs before the case advances.

    • Completeness checks
    • Business-rule validation
    • Missing-information flags
  4. 04

    Send work to the right queue

    Complete submissions and exceptions are assigned to the correct team, role, or department based on your routing rules.

    • Queue assignment
    • Role-based ownership
    • Exception routing
  5. 05

    Staff handle what needs judgment

    Reviewers resolve flagged items, request changes, and complete the work that policy or statute requires a person to decide.

    • Exception review
    • Change requests
    • Documented decisions
  6. 06

    Authorize without inbox chaos

    Approvers can approve, reject, or request changes from a secure email link—with reminders and escalations when needed.

    • Secure email approvals
    • Reminders and escalations
    • Policy-aligned authority
  7. 07

    Keep everyone informed

    Applicants and stakeholders receive status updates as the submission advances, resolves, or requires more information.

    • Status notifications
    • Request-for-information alerts
    • Resolution confirmations

COMMON STARTING POINTS

Begin with one high-friction form.

The same governed intake pattern can support public-facing and internal processes across departments.

  • 01

    Records requests

    Collect request details, verify scope, route ownership, and track the response.

  • 02

    Permit applications

    Check forms and attachments before assigning the submission for review.

  • 03

    Program enrollment

    Capture applicant information, evidence, consent, and eligibility inputs.

  • 04

    Vendor registration

    Gather business information and coordinate review across departments.

  • 05

    Complaints and claims

    Classify urgency, assign an owner, and document follow-up.

  • 06

    Internal service requests

    Replace emailed PDFs with governed forms, approvals, and work queues.

Every step on the record

A complete history of the submission, from arrival to decision.

Each action is timestamped and attributed, so an audit can reconstruct the case without asking anyone what happened.

Submission historyCOMPLETE
  • 09:12Form submittedApplicant
  • 09:12Documents classifiedArtificio
  • 09:13Email approval requestedWorkflow
  • 10:04Approved through secure linkAuthorized reviewer

THE OPERATING MODEL

Replace handoffs with visible progress.

  • WITHOUT A CONNECTED WORKFLOW

    • Staff assemble the case manually.
    • Forms arrive through separate channels
    • Attachments are renamed and refiled
    • Missing information is found during review
    • Status lives in inboxes and spreadsheets

  • WITH ARTIFICIO

    • The case arrives ready for action.
    • Form and documents stay connected
    • Information is extracted and validated
    • Approvals move securely through email
    • Every action and decision is recorded

A PRACTICAL FIRST DEPLOYMENT

Prove the workflow with your process and documents.

  1. 01

    Map

    Select one form, supporting documents, rules, reviewers, and destination systems.

  2. 02

    Configure

    Build intake, extraction, validation, email approvals, routing, and notifications.

  3. 03

    Validate

    Test representative scenarios with stakeholders and document accepted outcomes.

  4. 04

    Expand

    Measure the verified baseline, then extend the pattern to more forms.

CONTROL WITHOUT THE BOTTLENECK

Automation handles the routine. People retain authority.

Artificio supports staff decisions—it does not replace statutory review, agency policy, or required human approval.

  • Role-based access — control who can view, edit, approve, and administer each process.
  • Email approvals — approve, reject, or request changes from a secure email link, with reminders and escalations.
  • Traceable history — keep submitted values, decisions, changes, and communications together.

Security & compliance

Enterprise security across every solution

ISO 27001:2013 certified, SOC 2 Type 2 compliant, GDPR and HIPAA ready. Every agent action is logged, auditable, and runs in isolated environments.

  • ISO 27001:2013
  • SOC 2 Type II
  • GDPR ready
  • HIPAA ready

BRING ONE FORM

See how your public-form workflow could operate.

We’ll use your process requirements to demonstrate intake, document understanding, validation, email approvals, routing, review, and traceability.

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