Document Processing with SharePoint and AI Builder

Introduction

In today’s fast-paced business environment, effective document processing is essential for maintaining productivity and efficiency. This article explores how Microsoft 365, particularly leveraging SharePoint and the AI Builder functionality, can transform a time-consuming document processing task from 30 minutes into a mere 30 seconds.

The Challenge

Let’s introduce Ali Jameson, a facilities manager at Contoso, the world’s largest imaginary company. One of Ali's critical responsibilities is to track and approve numerous invoices associated with Contoso's multiple locations. These invoices cover essential services like utilities, waste management, and repairs. The conventional method Ali used involved scanning invoices to her desktop, organizing them, and meticulously inputting the data into an Excel spreadsheet for reporting purposes. Here’s how the process unfolded:

1. Scanning and Organizing: Ali scanned each invoice, saved it to her local desktop, and subsequently removed the original file. She then opened each document to input data into an Excel spreadsheet manually while also pasting a link to the invoice in SharePoint for easy access later.

2. Initial Improvements with SharePoint: Ali learned about SharePoint metadata and syncing, which enabled her to synchronize documents automatically between her local desktop and SharePoint. By setting up her scanner to scan directly into a designated SharePoint folder, she could capture metadata side-by-side with the documents. Despite these improvements, processing the dozens of invoices received monthly was still a labor-intensive task.

A Revolutionary Change with Microsoft 365

Recognizing the need for further automation, Ali collaborated with C5 Insight to utilize the capabilities of Microsoft 365, SharePoint, and the Power Platform. By incorporating AI Builder and Power Automate, Ali successfully automated the entire invoice processing workflow for her department.

• Seamless Invoice Management: Vendors were directed to send invoices via email, eliminating the need for scanning. AI Builder now automatically scans these incoming invoices and extracts pertinent information.

• Automatic Uploads and Approvals: The invoices and their extracted data are uploaded to SharePoint. Ali receives an automatic email requesting approval for each invoice. This system allows her to review, approve, or reject invoices directly from her inbox—a significant time-saver.

• Efficient Tracking and Reporting: Approved invoices are forwarded to the accounting department for payment, while rejected invoices are sent back to vendors for further clarification. Each invoice's processing status updates in the SharePoint Library, enabling Ali to track the status of all invoices effortlessly. Moreover, she can access version history in SharePoint to monitor invoice arrivals and approvals.

All these processes were implemented without writing a single line of code, demonstrating the ease of creating and maintaining automated workflows within Microsoft 365.

Conclusion

With C5 Insight's expertise in Microsoft 365 applications, organizations can leverage SharePoint, the Power Platform, and Dynamics 365 to make their operations more efficient through people-first automation. This transformation empowers employees like Ali to focus more on strategic tasks rather than tedious manual processes.

Keyword

Microsoft 365, SharePoint, AI Builder, document processing, automation, Power Automate, invoice management, workflows, C5 Insight

FAQ

1. What is Microsoft 365?
Microsoft 365 is a cloud-based suite of productivity applications and services that include tools like Word, Excel, PowerPoint, Outlook, SharePoint, and more.

2. How does SharePoint aid in document processing?
SharePoint enables organizations to store, organize, share, and collaborate on documents. It provides features such as metadata management, version control, and synchronization with local drives.

3. What is AI Builder?
AI Builder is a feature of Microsoft Power Platform that allows users to integrate artificial intelligence into their workflows to automate data extraction and processing tasks without needing extensive programming knowledge.

4. Can document processing be automated?
Yes, using Microsoft tools like SharePoint and Power Automate, businesses can automate various document processes, significantly reducing the time and effort required for manual handling.

5. What are the benefits of automating invoice processing?
Automating invoice processing leads to faster approval times, improved accuracy, reduced manual labor, and enhanced visibility into financial operations.