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Microsoft 365 for Beginners – What is Microsoft 365 for Government – Part 14
With enormous amounts of data, organizations face the challenge of managing high volumes of documents and extracting essential information for informed decision-making. Microsoft has a cutting-edge solution to this challenge as part of the Microsoft 365 suite – Microsoft Syntex. This blog post offers Microsoft Syntex for beginners its features, capabilities, and how it revolutionizes content management.
What is Microsoft Syntex?
Microsoft Syntex is an intelligent document processing and compliance service that utilizes advanced AI and machine learning techniques to automate the organization, classification, and extraction of data from documents stored in SharePoint libraries. It is designed to transform raw data into working knowledge, thus empowering organizations to make informed business decisions.
Syntex Models
With Syntex, you can create custom models or use prebuilt models for processing your data and extracting insights. These include the following:
Custom Models
Users build custom models to cater to their unique document needs. These models are trained using example documents, enabling them to learn the layout of your files and to identify and extract the necessary data from similar documents.
There are three types of custom models:
- Unstructured Document Processing: This model is ideal for automatically classifying Office files and extracting information based on text patterns
- Freeform Document Processing: This model automatically extracts information from unstructured documents, using both text patterns and layout for training. It’s best for a mix of both text and layout needs
- Structured Document Processing: This model identifies field and table values from structured or semi-structured documents like forms. It’s ideal for files that include form layouts or tables
Prebuilt Models
For those who prefer a plug-and-play solution, Microsoft Syntex offers prebuilt models. These models are trained to extract predefined entities from standard business files. The prebuilt models include contract processing, invoice processing, and receipt processing. They are a time-saving solution for everyday tasks, automatically extracting essential information specific to the document type.
Whether you build custom models or use prebuilt models, Microsoft Syntex provides the tools you need to transform your SharePoint document libraries into a dynamic and insightful resource for your organization. With these models, you can dive deeper into your content, turning information into meaningful insights that drive informed business decisions.
Microsoft Syntex Features
Syntex has several features, including:
- Content Assembly: You can create modern templates based on your most used business documents. These templates can be used to automatically generate new documents using SharePoint lists or user entries as a data source, making the creation of repetitive business documents quicker, more consistent, and with fewer errors
- Content Query: This feature allows you to perform specific metadata-based queries on SharePoint document libraries, making your searches faster and more precise than just searching for keywords
- Annotations: You can add notes, comment, and collaborate with others on your content in document libraries without modifying the original files
- Content Compliance: Syntex helps you ensure compliance by using retention labels and sensitivity labels to manage your documents. Properly tagged and labeled content improves compliance control, data management, and governance.
- Premium Taxonomy Services: With a Syntex license, admins get additional term store features, including a SKOS-based term set to import, pushing enterprise content types to a hub site, and term store reports
Syntex can help your organization automate business processes, improve search accuracy, and manage compliance risk. By integrating content AI services and capabilities, you can directly build content understanding and classification into the content management flow.
Harnessing AI for Content Understanding
Syntex employs content AI services and capabilities, directly building content understanding and classification into the content management workflow. It uses document understanding models, both the custom and prebuilt models, to categorize and extract data from files. These models are designed to understand the layout of files, learn from sample files, and look for specific data to pull from similar documents.
The Power of Document Processing
Document processing, a key feature of Syntex, involves unstructured and structured document processing. This feature enables the automation of document classification and the extraction of critical information from various types of files. For instance, Syntex’s prebuilt models facilitate efficient processing of contract documents, automatically extracting contract-specific information and saving precious time.
Advanced Metadata Search in SharePoint Libraries
Microsoft SharePoint Syntex offers advanced metadata search capabilities, allowing users to perform specific metadata-based queries on SharePoint document libraries. Unlike traditional keyword-based searches, this feature enables users to make faster, more precise queries based on specific metadata column values, greatly enhancing the search experience.
Content Assembly and Management
With Syntex, creating new documents becomes a breeze. The platform lets users create modern templates based on the business documents they use most frequently. These templates can then be used to automatically generate new documents, leveraging SharePoint lists or user entries as a data source. This process helps organizations develop standard repetitive business documents like contracts, service agreements, and more with higher consistency and fewer errors.
Enhancing Compliance with Microsoft Syntex
Another neat feature of Syntex is its content compliance service. Syntex enhances data management and governance by properly tagging and labeling content, thereby ensuring better control over data and easier adherence to regulations.
Streamline Business Processes with Microsoft Syntex
Microsoft Syntex, an advanced AI-powered service, transforms how businesses handle documents. Syntex’s document processing capabilities enable enterprises to automate tedious content-based processes, increasing productivity. For example, it intelligently finds, organizes, and classifies documents stored in SharePoint libraries, eliminating the need to sift through vast numbers of files manually.
Moreover, Syntex offers a unique model-based approach to content understanding. Depending on the type of content and the specific data extraction needs, businesses can build custom models or leverage prebuilt ones. The custom models include options for unstructured, freeform, and structured document processing, while prebuilt models cater to common business file types like contracts, invoices, and receipts. With this approach, Microsoft Syntex provides a flexible and customizable solution to meet diverse business needs.
Enhance Document Collaboration and Compliance with Microsoft Syntex
Beyond document processing, Microsoft Syntex offers several features that enhance document collaboration and compliance. For example, Syntex’s Annotation feature allows businesses to foster collaboration by enabling team members to add notes and comments to content in document libraries without modifying the original files.
In an era where data compliance is required, Syntex aids businesses in achieving better control over their content. For example, using retention labels and sensitivity labels ensures that documents are properly managed and in line with regulations. In addition, the labels feature and the ability to perform precise metadata-based queries on SharePoint document libraries significantly improve search accuracy and data governance.
Finally, Microsoft Syntex brings premium taxonomy services for organizations, offering advanced term store features to admins that further enhance content management and understanding.
FAQs about Microsoft Syntex
How does SharePoint Syntex work with Microsoft Teams?
Microsoft SharePoint Syntex works seamlessly with Microsoft Teams, allowing users to share and collaborate on documents in real time. Users can also create custom workflows and processes using AI Builder in Teams.
What are the benefits of a Syntex license?
A Syntex license in your organization enables additional term store features for admins, such as a SKOS-based term set to import, pushing enterprise content types to a hub site, and term store reports.
How does SharePoint Syntex enhance the search experience?
SharePoint Syntex employs advanced metadata search capabilities that allow users to make faster, more precise queries based on specific metadata column values rather than just searching for keywords.
Q: What types of documents can Microsoft Syntex process?
A: Microsoft Syntex can handle various document types, with models for processing unstructured, freeform, and structured documents. It also has prebuilt models for specific tasks like contract, invoice, and receipt processing.
Q: How does Microsoft Syntex enhance document collaboration?
A: Syntex’s Annotation feature allows teams to add notes and comments on document libraries without modifying the original files, aiding in collaboration without compromising document integrity.
Wrapping Up
In the new age of AI, Microsoft Syntex represents a significant leap in AI-driven content management. Syntex allows organizations to focus on data insights and make informed decisions by automating document processing, enhancing search capabilities, and improving compliance. Microsoft Syntex and other Microsoft products, such as Microsoft Viva Topics and Microsoft Teams, are continuously pushing the boundaries of applying AI to increase productivity and collaboration.
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