Australian Environment Authority Saved 70-80% Effort Using Power Automate AI Builder

Challenges

The organization’s existing Pega workflow depended on documents uploaded by users, but operational bottlenecks emerged in two critical areas.

• First, Word documents could not be consistently converted into properly formatted PDFs, impacting downstream processing and compliance needs.
• Second, staff had to manually verify user-entered fields against the content in submitted documents, which increased turnaround time, introduced human error risk, and slowed case progression, especially when documents arrived in varied formats (Word, scanned PDFs, and images).

Solution

Coforge designed and implemented a low-code automation framework using Power Automate and AI Builder, integrated with the existing Pega case management system to streamline document conversion and field extraction.

Implementation approach

• Document conversion automation: Built Power Automate flows to convert Word to PDF using Word Online (Business) connector and Plumsail connectors
• Intelligent data extraction: Trained AI Builder text recognition models to extract content from Word documents, PDFs (including scanned PDFs), and Images. We also created and validated training with 50+ document templates to improve extraction accuracy across formats and layouts.
• Pega integration for closed-loop processing: We implemented a Power Automate custom connector integrated with Pega for case processing and configured Pega case management to receive extracted outputs returned by the automation pipeline from uploaded customer documents.
• Testing and hardening: Additionally, we conducted testing across multiple document templates, formatting styles, and writing variations to ensure quality. There were extensive test cycles, including performance, functionality, and system integration testing, to ensure stability at scale.

Tools/Technologies used

• Microsoft Power Automat
• AI Builder (text recognition/OCR)
• Word Online (Business) connector
• Plumsail Connectors
• Pega Case Managemen
• Power Automate Custom Connector (for Pega integration)

Key highlights

• Automated Word-to-PDF conversion within the workflow using Power Automate connectors
• Enabled end-to-end extraction + return-to-Pega integration for seamless case progressio
• Trained AI Builder with 50 templates to support varied document structures and formats
• Supported scanned PDFs and image-based inputs using AI-powered text recognition
• Reduced manual verification through automated extraction with security controls in place
• Lower maintenance and support needs due to the low-code/no-code delivery mode

The Impact