June 20, 2024 – Bo – Microsoft 365 Business Consultant
Many companies still process information manually. Take the finance department for example; an invoice comes in via email, an employee opens the email, downloads the document from the email and then saves it in the right place. If this employee later needs additional information from the invoice then the document must be reopened to view the contents.
It takes quite a bit of time and manual handling. But did you know that this process can be a lot faster and more efficient without employee intervention? In fact, with the help of SharePoint Premium and AI, this becomes a lot easier!
With SharePoint Premium train your AI to automatically recognize the appropriate information in a document and add it as metadata. This is all done without the intervention of an employee. This saves time and reduces the possibility of errors.
Easily add an electronic signature with SharePoint eSignature or automate document flows by establishing rules in the document library. This ensures a streamlined process and avoids delays.
Access rights are important, but data security should certainly not be forgotten either. Documents are shared, emailed and printed. This should be reduced and in some cases prevented.
Training a template or adding a new template in SharePoint Premium is easy and requires no specific knowledge. In a few steps, it’s settled.
All your data stays within your own Microsoft 365 tenant, where it is protected by the Microsoft platform’s comprehensive security and compliance options.
Situation 1: The Purchasing Department receives large quantities of orders daily; they must manually extract the correct order data from these. How can you automate this process?
By using processing models in SharePoint Premium, you train AI to extract the right information from a document. Employees only need to place the document in the appropriate document library and the rest is automatic.
The metadata from the document is displayed in additional columns next to the document, making it very easy to find and filter information. Employees no longer need to open the document to view important information. Moreover, you can further streamline the process by setting up approvals or digital signatures or by creating rules that send alerts (for example, when adding a new document).
Situation 2: Human Resources must generate a large volume of contracts each month and enter the correct employee information. How do you accelerate this process?
Contracts and other agreements are often standard documents where the same information must be filled in every time. In many cases, this is still done manually; employees copy an older document and then make the changes in this document. This is error-prone and time-consuming. Perhaps you’ve had the experience of a contract being accidentally overwritten or having another customer name somewhere. You don’t want that!
SharePoint Premium content assembly creates templates with defined columns. The chosen content comes from a SharePoint list or from managed metadata and is linked with an HR system, for example.
After completing the required columns you generate the document. The completed information is stored as additional metadata next to the document and can be viewed even without having to open the document.
Situation 3: Finance staff receive and process large amounts of claims. How do you get the right information out of this quickly?
Use the special processing model for purchase receipts or train your own model. All the finance department has to do is collect the receipts and upload them (or have them uploaded); the AI model does the rest. The correct information is read from the receipt, regardless of whether it was delivered digitally, scanned or submitted via photo.
Next to the purchase receipts, the appropriate information appears automatically in the appropriate columns. For example, consider the purchase amount, VAT, date, time of purchase and place of purchase.
Situation 4: My organization stores large amounts of photographs as reference for object inspection. How do you structure this?
SharePoint Premium’s Image tagger uses AI to extract useful information from images. This information is added in a separate column, which can then be searched and filtered. The tags are stored and managed centrally so that the tags used remain the same throughout the SharePoint environment.
With SharePoint Premium document processing, manual work is reduced, processes are streamlined and efficiency is increased, while the security of your data is maintained. Want to use SharePoint Premium, but don’t know where to start? Contact contact us, we are happy to help!
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