How We Reduced 3-4 Hours of Manual Survey Processing Through Workflow Automation
Introduction
The client relied on a complex survey process involving multiple systems to create floor plans, calculate measurements, and generate detailed assessment reports. Survey data was initially produced using third-party planning software, which generated property calculations and exported the information in JSON or XML format.
Although the data already existed digitally, assessors still had to manually transfer the information into DeepSeai, where each survey consisted of ten different sections. The process involved reviewing a 30-40 page PDF report and entering the same data field by field, resulting in a time-consuming and repetitive workflow.
The client approached us to simplify this process by reducing manual effort, improving accuracy, and enabling teams to complete surveys more efficiently.
The Challenge
Despite having access to advanced planning software, the final stage of the survey workflow remained heavily dependent on manual effort.
The existing process looked like this:
- Floor plans and calculations were created using third-party software.
- The software generated survey data in JSON or XML format.
- A detailed PDF report of 30–40 pages was created.
- Assessors manually reviewed the report.
- Information was copied into ten different sections within DeepSeai.
This workflow created several challenges:
- Each survey required approximately 3–4 hours of manual work.
- Repetitive data entry increased the chances of human error.
- Survey completion times increased as the number of assessments grew.
- Teams spent more time on administrative tasks than on actual analysis.
The client needed a solution that could automate data entry while allowing teams to continue using their existing systems.
Our Thought Process
Instead of replacing the client's existing tools, we focused on understanding how the different systems interacted and where the most time was being lost.
Our analysis revealed that the real problem was not survey creation, it was the manual transfer of data between systems.
We considered several approaches, including modifying the existing platform and redesigning the survey workflow entirely. However, introducing an extension layer proved to be the most efficient solution because it could integrate seamlessly with the client's existing process without disrupting the way assessors already worked.
Our objective was simple:
- Eliminate repetitive manual data entry.
- Reduce survey processing time.
- Improve data accuracy.
- Preserve the client's existing workflow.
- Create a scalable solution for future growth.
Our Solution
We developed a browser extension that acted as a bridge between the survey data and DeepSeai. The extension provided a centralized interface where users could access all available surveys and automatically synchronize survey information with DeepSeai.
Phase 1: Understanding & Planning
We mapped the complete survey lifecycle, from floor-plan generation to final report submission.
During this phase, we identified:
- User roles and permissions.
- Survey data structures in JSON and XML formats.
- Survey data structures in JSON and XML formats.
- Data mapping requirements for all ten DeepSeai sections.
- Potential synchronization risks and validation requirements.
Solution - Phase 2: Execution
The extension introduced two primary user roles
Company Users
- Log in to their extension account.
- View all surveys associated with their organization.
- Access surveys created by assessors.
- Monitor survey progress.
Assessors
- Access survey records directly from the extension.
- Select the required survey.
- Automatically populate all ten DeepSeai sections using the generated survey data.
- Review and finalize the information.
Key Improvements
- Centralized survey visibility.
- Automatic population of survey fields.
- Integration with survey data generated in JSON and XML formats.
- Elimination of repetitive data entry.
- Faster survey completion.
- Simplified report processing.
Phase 3: Testing & Optimization
To ensure reliability, extensive testing was conducted to verify
- Accurate data synchronization.
- Correct population of all ten survey sections.
- Handling of different survey formats.
- Performance across multiple survey scenarios.
- Data consistency between systems.
The final optimization focused on improving speed, usability, and data accuracy.
Before Vs. After
Third-party software
JSON/XML
PDF report
Manual entry into ten DeepSeai tabs
Submission
Third-party software
JSON/XML
Extension
Automatic population of ten DeepSeai tabs
Review and submission
Results & Impact
The extension transformed a repetitive and time-intensive process into an efficient, automated workflow.
By automating data synchronization instead of replacing existing systems, the client was able to modernize their workflow while preserving the tools their teams already relied on.
Reduction in manual effort.
Faster survey processing.
Improved data consistency.
Lower risk of human error.
Better visibility into survey records.
Increased operational efficiency for assessment teams.
Team Insight
“The biggest challenge wasn't generating survey data, it was eliminating the hours spent manually transferring it between systems. By automating that gap, we were able to dramatically simplify the entire workflow.”
Key Learnings
Automation creates the greatest impact when it removes repetitive tasks.
Existing systems do not always need to be replaced; integration can often deliver more value.
Reducing manual data entry improves both productivity and data quality.
Understanding user workflows is critical when designing automation solutions.
Conclusion
The Survey Extension Tool streamlined the survey workflow by automating the transfer of data from generated reports into DeepSeai. What once required several hours of manual effort could now be completed in a fraction of the time, allowing teams to focus on analysis and decision-making rather than repetitive administrative work.
Author
Kamlesh Raiya
Kamlesh Raiya is a Certified Scrum Master and Technical Project Manager skilled in Agile delivery, business analysis, and cross-functional collaboration. With a strong technical foundation and a passion for innovation, he consistently delivers high-quality digital solutions that drive business growth. Kamlesh has successfully managed multiple complex projects across industries.
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