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August 11 2025
WEBCON BPS and Artificial Intelligence – practical applications of AI in business process automation
Artificial intelligence has long played a significant role within the WEBCON BPS environment, supporting organizations in process automation and data processing. Features such as AI-powered OCR, intelligent anomaly detection, and user suggestion systems have been aiding daily work for years. However, the rapid development of Large Language Models (LLMs) and generative AI has opened new possibilities for applying these technologies in business.
The latest versions of the WEBCON BPS system have introduced a set of functionalities designed to deliver real benefits, with implementations based on proven technologies. As a result, AI is becoming not just an add-on, but an integral part of a company’s digitalization strategy.
Why is AI in WEBCON BPS groundbreaking?
The key to successful AI implementation in business lies in skillfully combining comprehensive, up-to-date data with process applications. Advanced AI algorithms alone, without reliable and well-structured information, cannot fully realize their potential. Conversely, even the best process applications can become more effective when enhanced with intelligent analysis, automatic reasoning, and content generation mechanisms.
In WEBCON BPS, these two worlds—data and processes—form a coherent ecosystem, enabling the design of AI tools perfectly tailored to an organization’s needs. The solutions can support various user groups: from analysts who require precise reports and recommendations, through process owners seeking ways to optimize workflow, to implementers and end-users who want to complete their tasks faster and more conveniently.
The new features in WEBCON BPS focus on making artificial intelligence have a real impact on daily work efficiency.
AI helps shorten application design time by automatically generating prototypes based on requirement descriptions. It eliminates repetitive tasks such as manually transcribing notes or creating summaries of lengthy documents. It facilitates text data analysis, not only extracting key information but also assessing tone and identifying the most important themes. Moreover, thanks to translation and multilingual processing capabilities, AI in WEBCON BPS supports communication in international projects, enabling smooth application deployments across different company branches worldwide.
The result is not only faster processes but also the creation of a more flexible, responsive work environment where technology supports people at every stage of task completion.
AI Process Builder – application prototyping in just minutes
One of the most important features is the AI Process Builder — a tool that can transform a business requirements description into a ready application prototype. You simply input a prompt specifying, among other things, the industry, company size, departments involved in the process, and the number of approval levels. Based on this, the system automatically generates:
- process phases,
- workflow steps,
- transition paths,
- form fields.
Importantly, the AI Process Builder also works on existing prototypes. This allows for a quick start even when business requirements are not yet precisely defined. In practice, this tool serves as an intelligent application template, based on market standards and best practices.
Voice note transcription – quick recording and processing of agreements
Voice note transcription is a feature that enables automatic conversion of audio recordings into text, which can be directly saved on a process form or as a file in popular formats such as TXT, DOCX, PDF, PDF/A, or JSON. The mechanism uses an external AI model supporting up to 40 languages, making this functionality useful not only for local projects but also for international undertakings.
Thanks to this solution, it is possible to immediately capture agreements without the need to listen to recordings and manually transcribe their content. The system ensures full clarity of the transcription, and the text can be immediately used in subsequent process steps — for example, to create summaries or generate reports.
A practical business example:
A team is negotiating contract terms with a key partner. The meeting takes place either remotely or in person, and the person leading the discussion uses a voice recorder or voice recording tool. After the meeting, the recording is added to the workflow in WEBCON BPS, where the transcription feature automatically converts it into text. This way, the entire content of the conversation — including details that might be missed in handwritten notes — is saved in a form that can be easily searched, copied, analyzed, and archived.
This approach eliminates the risk of losing key information, ensures full transparency of communication, and makes it easier to share agreements with other team members. Moreover, thanks to support for multiple languages, transcription works well in projects involving partners from different countries—whether the conversation was conducted in English, German, Spanish, or a less common language.
The result is not only time savings but also improved documentation quality, which in the case of high-stakes business processes—such as contract negotiations, project meetings, or client consultations—directly translates into greater operational efficiency and security for the organization.
Creating summaries in few seconds
This mechanism works both for the content of form fields as well as for documents or emails stored within the system. This allows it to handle virtually any type of information processed in business workflows — from service request descriptions, through project reports, to extensive notes from sales meetings. Importantly, the feature is available as a business rule, meaning it can be integrated with other automation components. This enables, for example, automatic generation of summaries right after adding a new document or after a case status changes.
Example of practical application:
During negotiations with a contractor, a detailed note is created describing the agreements, questions, concerns, and next steps. Instead of sharing the entire multi-page document, WEBCON BPS can automatically generate a concise, one- or two-page summary that is sent to the team members responsible for further actions. This summary is especially useful for those who join the project at a later stage or have limited time to review the documentation.
The benefits of using this feature are multifaceted. First, it saves time by eliminating the need to manually review and condense content. Second, it improves communication quality, as every participant in the process receives the same structured version of the information. Third, it minimizes the risk of missing key details, which is especially important in processes requiring precise agreements, such as contract signing, preparing offers, or project result reporting.
By automatically generating summaries, WEBCON BPS helps organizations operate faster, more efficiently, and with full awareness—regardless of how extensive the input data is in a given process.
Open interaction with AI – flexible queries and quick responses
AI PROMPT in WEBCON BPS allows users to ask custom questions to the LLM model directly during task execution or document processing—without leaving the system.
This enables quick access to:
- Data analysis in a chosen format — e.g., comparing the content of two documents, extracting key indicators from a report, or preparing a summary table of numerical data.
- Content suggestions — such as contract drafts, improvement proposals for offers, or ready-to-send client emails.
- Explanations related to documents — for example, discussing legal clauses, summarizing lengthy reports, or interpreting research results.
A key advantage of AI PROMPT is full control over how AI operates. Administrators can precisely define response parameters: length, level of detail, language, and tone. They can also specify in which process stages and for which users the tool will be available.
In practice, this means the company can tailor AI for quick, concise answers or for in-depth analyses and recommendations. This flexibility makes AI PROMPT a tool not only for analysts and managers but also for operational staff who need fast support when working with documents and data every day.
Automatic translations – full readiness for multilingual work
AI-based automatic translations significantly simplify the deployment and maintenance of applications in an international environment. This solution is especially appreciated by organizations supporting branches in different countries.
The system enables:
- rapid translation of the entire application – including field names, steps, workflows, reports, and views,
- translation of individual configuration elements – without the need to modify the entire project,
- generation of an Excel file with translations – allowing for verification, corrections, or consultation with a translator before publication.
Support for as many as 40 languages makes adapting the application to local legal, linguistic, and cultural requirements a much faster, easier, and less error-prone process. This allows implementation teams to focus on the substantive part of the project rather than the tedious manual translation of every interface element.
AI solutions in WEBCON BPS are designed with real business needs in mind, balancing advanced technology with ease of use. Automation of repetitive tasks, fast summary generation, and multilingual support enable companies to manage information more efficiently, eliminate errors, and maintain a high level of operational security. All of this translates into greater organizational flexibility, allowing for quick responses to changing market demands and customer expectations.
If you want to learn more about the capabilities offered by WEBCON BPS integrated with AI, feel free to contact us
17 777 61 00 | biuro@sagitum.pl
