How to Customize AI Solutions in SharePoint: A Tutorial on Automating SharePoint

In the current world, businesses and organizations deal with massive document flow on a daily basis. From contracts, invoices, reports through communication logs, and internal memos, there arises a significant challenge in dealing with these documents. While SharePoint is an excellent platform for document storage, the increasing complexity of workflows and data makes it necessary to leverage advanced automation tools.This tutorial will help you understand how to bring machine learning capabilities into SharePoint document management using AI Builder and Power Automate from Microsoft. You will learn the steps to create custom AI-powered SharePoint document management. And finally, you will be aware of how AI can help in document processing to create better and more efficient business processes, making them more efficient and error-free.

Understanding SharePoint Document Management

Developing a thorough understanding of your organization’s specific document management needs is crucial before jumping into the technical step. Here are some important questions to consider:

1. What types of documents are being processed?

Consider the type of document—is it a contract, invoice, report, or form? The type of document allows one to define the type of AI model that needs to be developed.

2. What metadata do you need to extract?

Determine what important facts need to be extracted from each text. It could mean such things as dates of discussion, client’s name, invoice number, and the terms of contract.

3. What workflows are involved in the document lifecycle?

Consider who needs to access documents, how documents will be organized and move through within your system, and where documents will be archived. This will outline the necessary automation within SharePoint.

Understanding your needs comprehensively will enable you to create a proper and well-thought architecture for the AI system that serves your purpose.

Why Automate SharePoint Document Management with AI?

Automating document management processes can lead to numerous benefits:

1. Increased Efficiency

AI can automate repetitive tasks such as document classification, metadata tagging, and data extraction, allowing employees to focus on more strategic tasks.

2. Error Reduction

AI-powered tools can minimize human errors by standardizing processes, and ensuring consistency in how documents are handled.

3. Improved Searchability

AI solutions can enhance search functionalities by adding intelligent tagging and context-based categorization to documents, making it easier for teams to find what they need.

4. Better Compliance & Security

AI can automatically monitor documents for compliance with internal and external regulations, ensuring that sensitive information is appropriately handled.

Now, let’s explore how to implement AI solutions for SharePoint document management.

Creating a Document Processing Custom Model in AI Builder

Microsoft’s AI Builder allows you to create models tailored to your document processing needs. This tool integrates seamlessly with SharePoint and Power Automate, allowing you to automate tasks such as data extraction and classification.

Step-by-Step Guide to Creating a Custom AI Model

1. Sign in to Power Apps or Power Automate

Start by logging into your Power Apps or Power Automate account. These platforms serve as the gateways to accessing the AI Builder.

2. Navigate to AI Builder Hub

On the left navigation pane, select “More” and then click on “AI Hub.” Under the “Discover an AI capability” section, you will see an option labeled “AI models.”

3. Select a Custom Model

From the list of AI models, select “Extract custom information from documents.” This option allows you to build a model specifically designed to pull relevant data from your documents.

4. Create Your Custom Model

A wizard will guide you through creating the custom model. This step-by-step process ensures that even users with minimal AI experience can develop powerful models for document automation

a) Selecting the Document Type

On the “Choose document type” screen, you’ll need to define the structure of your documents. There are three primary options:

• Fixed-template documents: Ideal for structured documents with a predictable layout. Examples include standardized contracts and application forms.
• General documents: Suitable for documents with varying layouts, such as emails, reports, or resumes.
• Invoices: Use this prebuilt model if you’re dealing specifically with invoice processing. Selecting the right document type is critical, as it influences how the AI model recognizes and extracts data.

b) Defining the Information to Extract

Once you’ve selected your document type, the next step is teaching the AI model what information to extract. Here’s how:

• Text Fields: Define fields that will capture specific text data such as names, addresses, or descriptions. Each text field requires a unique label to help the AI model differentiate between various types of information.
• Number Fields: If your documents contain numerical data like invoice amounts or contract numbers, you can define number fields. Specify the format to ensure the model accurately captures the information.
• Date Fields: You can add fields to capture dates such as submission dates, invoice due dates, or contract start dates. Set the date format to match how it’s presented in your documents.
• Checkboxes and Tables: If your documents include checkboxes (e.g., a list of services or options), you can define these fields as well. Similarly, if you’re processing documents with tables (like invoice line items or expense reports), define the table structure and columns for the AI to extract.

c) Grouping Documents by Collections

As indicated in the section on AI Builder, you can categorize documents with a similar structure into collections. This helps the model to learn on how to extract data in the most efficient way possible. For each collection, provide five sample document files. The larger amount of samples means the higher accuracy of the AI model applied in the work.

For example, you might have specific samples of invoices, contracts, purchase orders, etc. as individual collections within your store. This grouping facilitates the model to sort different kinds of documents without getting confused.

d) Training the AI Model

You can start training AI model, once the fields have been identified and a sample set of documents have been uploaded. With the given inputs, the AI learns the process of identifying and extracting the defined data correctly. This training process is important as it helps the AI use your specific doc layout and type to improve its output and knowledge.

To evaluate the model, you should train it and then use new documents to check if the AI identifies all the necessary data.

Automating SharePoint Document Management with Power Automate

After developing and teaching your AI model, it is crucial to implement it in SharePoint for document management automation. Let me reintroduce you to Power Automate, the tool that is going to bridge AI Builder and SharePoint to create smooth workflows

Steps to Create an Automated Workflow

1. Create a New Flow in Power Automate

For a start, go to Power Automate and start creating a new flow. Select a trigger such as “When a new file is added to a SharePoint library.” This trigger will activate the automation each time a new document is added.

2. Add the AI Model for Data Extraction

Split the flow and add an action, choosing ‘Extract data from document using AI model.’ Select the AI model that you have developed in the AI Builder tab to begin the extraction of data from the uploaded documents.

3. Add Actions for Document Management

You can add actions to automate document management tasks, once the AI model extracts data.

• Move documents to specific folders based on extracted metadata (e.g., sorting invoices by client or contract documents by department).
• Update metadata fields in SharePoint libraries automatically, reducing manual input errors
• Trigger approval workflows when certain documents (e.g., contracts or purchase orders) require manager approval.

You can significantly reduce time-consuming tasks such as manual data entry, document sorting, and workflow initiation, with the help of these automations.

The Bottom Line & The Future of Document Management

SharePoint has custom AI solutions that can be used in improving document management by increasing efficiency through automation of processes and reduction of errors. Both AI Builder and Power Automate enhance document management, which means that while your company handles repetitive tasks with ease and speed, your employees will be free to perform value-added tasks.

Through this tutorial, you have learned how to create a custom model based on AI technology that enables you to extract data from documents, classify them into collections, and apply them as part of your SharePoint workflow. The prospects of AI technology growing stronger in the near future, the possibilities of automating more business processes will rise and therefore the skills being learnt will be relevant for the modern digital world.