1. Document extraction
When you upload service documents (PDF, JPG, PNG, or DOCX) during job creation, Proxiant runs AI extraction automatically. The AI reads the full document and attempts to identify:
Recipient: full name, entity type (individual / company / government)
Service address: street, city, state, zip
Court: court name, jurisdiction, county
Case information: case number, case title, filing date
Job details: document type (summons, subpoena, etc.), client name / law firm, attorney name
Due date: when present in the document (e.g., hearing date or service deadline)
Extraction runs in under 5 seconds for most documents. The results appear in the extraction review popup before any data is saved.
2. Understanding confidence levels
Every extracted field is assigned a confidence level. These are displayed in the extraction review popup as color-coded labels:
| Level | What it means | Action required |
|---|---|---|
| HIGH | AI extracted the field cleanly from clear text in the document with high certainty. | Glance to confirm. Pre-accepted by default. |
| MEDIUM | AI found the field but there may be ambiguity — multiple possible values, partial text, or inferred from context. | Review and explicitly confirm each one before saving. |
| LOW | AI could not extract this field reliably. Value is either blank or a low-confidence guess. | Fill in manually. Do not rely on the suggested value. |
3. Client disambiguation
When the AI finds a client name in the document (e.g., "Smith & Associates Law Firm"), it looks up matching records in your client database. If it finds exactly one match, it pre-selects that client as HIGH confidence.
If it finds multiple possible matches (e.g., you have three clients with "Smith" in the name), a disambiguation card appears before the rest of the extraction review. Each possible match is shown with the client name, contact, and recent job count — pick the correct one before continuing.
4. Email intake setup
Proxiant can create jobs automatically from inbound emails. Clients or staff email a service request (with attachments) to your firm's intake address, and Proxiant creates a draft job for review.
To configure email intake:
1. Go to Settings → Email Intake.
2. Your intake address is pre-configured as service@yourfirm.proxiant.co.
3. Optionally, configure a forwarding rule from your own domain (e.g., service@yourfirm.com) to your Proxiant intake address.
4. Set the default review state: Auto-create and notify (job created immediately, staff notified) or Hold for review (job goes to an intake queue for manual confirmation).
5. Email threading
For follow-up emails about an existing job, use the job-specific address:
service+JOB0147@yourfirm.proxiant.co
Replace JOB0147 with your actual job number (no spaces, no special characters). Emails sent to this address are attached to the correct job as notes, including any file attachments.
This is useful when clients send additional documents after a job is created, or when you forward an email conversation into a job's timeline for record-keeping.
6. Tips for better extraction results
Use text-based PDFs, not scanned images. Digitally generated PDFs (from Word, court e-filing systems) produce near-perfect extraction. Scanned documents work but may produce more MEDIUM/LOW fields — especially for addresses and case numbers.
Avoid heavily redacted documents. Redacted fields will obviously not extract, but heavy redaction can also confuse nearby fields.
First page matters most. The AI reads the full document but weights the first page heavily. If the summons header is on page 1, extraction is typically excellent.
7. What AI never does
The AI also never:
• Contacts clients directly
• Sends notifications before job confirmation
• Assigns servers without your instruction
• Makes billing or invoicing decisions
• Accesses documents outside your firm's account