Guide to SharePoint Syntex - Best Practices & Real-World Use Cases (1).pdf

SharePoint Syntex is revolutionizing the way organizations manage and process content within Microsoft SharePoint environments.

1. Guide to SharePoint Syntex - Best Practices &
Real-World Use Cases


SharePoint Syntex is revolutionizing the way organizations manage and process
content within Microsoft SharePoint environments.
By harnessing the power of artificial intelligence (AI) and machine learning (ML),
SharePoint Syntex enables intelligent content classification, data extraction, and
workflow automation. This advanced AI service enhances productivity by automatically
identifying key information from documents, applying metadata, and routing content
through automated processes, eliminating time-consuming manual tasks.
Businesses can now streamline compliance, improve content discoverability with
metadata-based search, and ensure more accurate document handling. Integrated
seamlessly with SharePoint Online and Microsoft 365 tools, SharePoint Syntex
transforms static content into dynamic, structured information that supports smarter
decision-making and operational efficiency. Whether extracting customer data from contracts or categorizing thousands of
documents, Syntex provides a scalable solution to optimize content management and
reduce human error. As digital workplaces evolve, SharePoint Syntex stands out as a

2. powerful tool for modern enterprises aiming to leverage AI for smarter collaboration and
data governance.
Real-Time Use Cases of SharePoint Syntex
SharePoint Syntex (now part of Microsoft Syntex) uses AI and machine learning to
automate content understanding, classification, and data extraction. It’s particularly
powerful in industries and departments dealing with large volumes of unstructured
content like contracts, forms, and invoices.
Here are some real-world use cases of SharePoint Syntex:
Application Use Case Role of Syntex
Contract
Management
Legal departments
managing thousands
of vendors or
employment contracts
●​Automatically classifies
contracts.
●​Extracts key data like renewal
dates, contract parties, payment
terms, etc.
●​Applies metadata for search and
compliance.
●​Triggers alerts before
renewal/expiration.
Invoice
Processing
Accounts Payable
team processing
supplier invoices
●​Reads and extracts fields like
invoice number, PO number,
date, and amount.
●​Applies content types and routes
to appropriate folders.

3. ●​Integrates with Power Automate
for approval workflows.
Employee
Onboaring
HR departments
handling employee
onboarding
documents (IDs,
resumes, NDAs, etc.)
●​Automatically recognizes
document types.
●​Applies sensitivity labels and
retention policies.
●​Extracts and organizes data into
SharePoint lists for easy
reference.
Engineering
or
Construction
Project
Construction firms
managing project
specs, blueprints, and
site inspection reports
●​Automatically tags and classifies
project files.
●​Extracts data like site codes,
dates, project manager names.
●​Provides quick filtering and
access for audits or reviews
Policy &
Compliance
Regulated industries
(finance, pharma)
managing compliance
documentation
●​Classifies policies, SOPs, and
regulatory docs.
●​Extracts revision dates and
policy owners.
●​Ensures proper retention via
Microsoft Purview integration

4. Medical
Records &
Insurance
Healthcare or
insurance companies
processing large
volumes of patient or
claims documents
●​Recognizes types of documents
(lab reports, prescriptions, claim
forms).
●​Extracts patient details,
diagnosis codes, or claim IDs.
●​Facilitates secure and structured
storage
Legal Case
files
Law firms or legal
teams organize case
files.
●​Identifies case numbers, client
names, hearing dates.
●​Categorizes documents
(evidence, correspondence,
judgments).
●​Enables fast search and
document retrieval
Loan &
Mortgage
Docs
Banking institutions
handling applications,
income proofs, and
collateral documents
●​Classifies borrower files.
●​Extracts loan numbers, dates,
applicant names.
●​Speeds up underwriting
workflows.
Resume
Screening
Recruiting teams
sorting resumes and
application forms
●​Identifies skill keywords,
qualifications, job titles.
●​Tags and filters candidates
automatically.

5. ●​Organizes by department or job
role.
SharePoint Syntex models can trigger Power Automate workflows, enabling automated
approval, data validation, or notifications based on extracted data.
Best Practices for Implementing SharePoint
Syntex

●​Start with High-Value and High-Volume Use Cases​
Identify business areas that deal with:
○​Repetitive document types (e.g., contracts, invoices)
○​Manual metadata entry
○​Compliance-sensitive content
●​Examples: Legal, Finance, HR, Procurement
●​Organize Content with Consistent Document Libraries
○​Store similar documents in separate libraries for better training and
accuracy.
○​Ensure documents are in searchable formats (PDF, Word, etc.).
○​Avoid mixed content types in one library.

6. ●​Train the Model with Different Examples
○​Use 5–20+ examples of each document type for best results.
○​Include variations in layout, wording, and structure.
○​Add negative examples to help the model avoid false positives.
●​Define Metadata Fields Carefully
○​Keep field names clear and business-relevant.
○​Use site columns for consistency across libraries.
○​Add validation rules and default values where applicable.
●​Use Document Understanding Models Strategically
○​Build one model per document type (e.g., "Invoice Model", "Contract
Model").
○​Create content type bindings carefully.
○​Test models in non-production libraries first.
●​Governance and Security
○​Use sensitivity labels for classified documents.
○​Monitor who can create/train models—ideally, assign this to a content
manager or power user.
○​Apply retention policies for document lifecycle management.
●​Automate with Power Automate​
Trigger workflows based on extracted metadata.
○​e.g., Notify a manager when contract expiry is within 30 days.
○​Auto-route invoices to the finance team based on amount.
●​Monitor Model Accuracy Regular Basis​
Review model predictions periodically to:
○​Update with new formats or change
○​Improve extraction rules or layout design
●​Use feedback from users to refine models.
●​Train Power Users​
Empower content owners to:
○​Label data
○​Build and update models

7. ○​Manage libraries and apply metadata
●​Enable AI Builder and Forms Processing Where Needed​
For structured documents (e.g., forms, applications), use AI Builder + Syntex for
better data extraction.​
Great for tabular or form-based formats like HR onboarding forms or medical
claim forms.
How AI Can Improve Productivity?
●​Content categorization: Use AI to automatically categorize content, making it
easier to find and manage.
●​Content recommendations: Use AI to recommend related content to users,
based on their browsing history or search queries.
●​Workflow automation: Use AI to automate repetitive tasks, such as approvals
or notifications.
●​Chatbots: Use AI-powered chatbots to provide quick answers to common
questions or to automate customer service interactions.
By identifying areas where AI can help, you can now develop a plan for how to integrate
AI into your SharePoint environment.
The next step is where you need to choose the right AI tools. There are a variety of AI
tools and services available, like:
●​Microsoft Cognitive Service
●​Custom AI models
●​Microsoft Syntex
●​Third-party AI services, such as Amazon Web Services or Google Cloud AI
Conclusion
Integrating AI into your SharePoint environment with SharePoint Syntex opens new
possibilities for smarter content management and operational efficiency.

8. By automating document classification, data extraction, and compliance processes,
Syntex helps organizations save time, reduce errors, and enhance productivity. Its
seamless integration with Microsoft 365 tools makes it a practical choice for businesses
looking to scale their digital capabilities.
As AI continues to shape the future of work, adopting solutions like SharePoint Syntex
positions your organization to stay competitive, agile, and data-driven in today’s
dynamic digital landscape. It's not just an upgrade, it's a strategic transformation.
Partner with Synoverge Technologies to unlock the full potential of Microsoft
technologies and SharePoint Syntex. Our experts help you implement intelligent
automation tailored to your business needs. Connect with us to get started today.

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