Microsoft 365 Community Ignite 2021 announcement videos, 4 Feb 2021

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From YouTube: Learn how SharePoint Syntex uses AI to transform the future of business content processes

Description

Powered by the Microsoft Cloud, “Yorktown” brings your critical organizational content into the flow of work, driving decisions, transactions, and innovation for your business. Learn how we're building on the foundational content services f SharePoint and the automatic processing power of Syntex to create new solutions for content assembly, contract management, natural language search and transactional content management.

Speakers: Ankit Rastogi (Senior program manager) and Sugandha Jha (Principal PM manager).

To learn more about SharePoint Syntex: https://aka.ms/SharePointSyntex

Read the related blog, "Microsoft SharePoint Syntex product update - Ignite - November 2021": https://aka.ms/Syntex/IgniteF21

Published for Microsoft Ignite (Nov.2-4, 2021)

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Sugandha jha: hi,, my name is sugandha jha..

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I am a pm manager at microsoft.

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in this session,, I'm going to talk about syntex and some of its upcoming capabilities, and how it uses ai to transform the future of business content, processing and business content. Generation..

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Last year at ignite, we launched sharepoint syntex., it's a new product add-on from microsoft that uses advanced ai machine teaching to amplify human expertises,, automate content, processing, and transform content into knowledge..

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Let's recap: how syntex is helping organizations, process, content and scale today.

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Managing digital assets is a big challenge for many organizations who need to effectively use the information logged in their documents. for example,. A mortgage finance company deals with thousands of different documents, such as contracts, forms, billing statements, inquiries, on a monthly basis.

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Businesses need a solution that can quickly.

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And automatically classify different document types.

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And pull out important information from those documents.

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To make it visible to their users., they need a solution that helps in file retrieval, integrates with their business processes, and ensures a proper governance of their digital assets..

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Sharepoint syntex does this by turning your information into knowledge.

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in syntex, users create content-understanding models.

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That automatically classify documents that are hosted in your sharepoint libraries.

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By training your models through example, files,, you can extract data from your documents and display this information in columns in your document libraries. as an example,. Your model can identify and classify all contract renewal documents that are uploaded to your library, and then display the customer name, phone number, and total dollars for each document as a column in the library..

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Now this is what syntex does today,, but if we look at a typical content lifecycle in the organization,, it has multiple stages, as shown here..

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It does not stop at content, understanding and processing.

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Automatic tagging is done by syntex that helps in search and discovery of the document. Later.

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But when you need to work on that content again,, you look for the same information to drive your business process. Forward, and often you use that information from existing content.

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To send and create next-generational, prolific, content.

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Which means output from this cycle is an input to the next cycle.

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now everyday. A lot of content is getting created--.

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Files,, pdfs,, videos,, pictures, et cetera.

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Some of these content are structured, like contracts, invoices..

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Some are semi-structured, like project reports, review decks., while others are completely unstructured, like business summaries, or some customized response that you need to send.

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more often than not,. The creation process of these documents are still manual,, even for structured and semi-structured ones..

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Take an example of creating a semi-structured document,.

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Like a monthly business, report.

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today,, a typical process looks like,, you take an existing month's report,, make a copy of it,.

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Change a couple of sections, go through a cycle of review and iterations with a few folks in your organization,, save it, and share it for further consumption..

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Now this process is prone to error and time-consuming.

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Organizations,, irrespective of size,, spend huge amount of time, energy, and money.

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Creating and curating such content at scale.

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Here is where we are bringing in content assembly.

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Let's see how now, with content assembly in syntex,.

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You can use ai to not only process content,.

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But generate content at scale.

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We are adding a new capability in syntex called content assembly. with content assembly,.

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You can use an existing document to create an intelligent, template, and then use those templates to automatically generate new content using sharepoint lists as a data source.

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Let's understand how these new capabilities come into play with some real scenarios.

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Let's say I work in an insurance company and my job is to process claims.

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today,, my team and I have to extract the metadata manually.

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And create the corresponding artifacts to complete the workflow. with syntex,. Currently extracting metadata is a breeze.

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But we still need to use it to then create new documents myself-- in this case,, let's say an explanation of benefit document or an approval email using the extracted metadata, such as claim id, claim value, customer id, et cetera.

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Now this takes a lot of time and can lead to some errors.

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With content assembly,, we can build an intelligent template, one time, and then reuse it to dynamically adapt to available metadata.. This makes our job of creating any content quicker,.

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More consistent, and less prone to errors.

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Let's take another example here of contract renewal.

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You have your contract saved in a document. Library.

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syntex will help extract metadata, such as customer name,, address, expiry dates..

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Now the contract is expiring,, and maybe you need to send a renewal contract to the customer using the same address and same ids,, and you also need a trigger notification based on the expiry date..

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This is where content assembly comes in..

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It helps you use those extracted column, values,.

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From a sharepoint library, to automatically create related documents and complete your end-to-end workflow using syntex,.

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In this case, creating and sending email for the new contract to the customer., now, let's see how we are doing it in our product.

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For all syntex users,, we have added this functionality in document library.

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Users will find a create smart template option under the new menu.

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This can be used to templatize any word document today.

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Select and upload a word document., it opens in what we're calling as template studio.

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What you do here is select any text and convert it into a placeholder.

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These placeholders are dynamic values that get populated during document generation, and a custom document can create it with that.

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Now there are two ways these placeholders can be filled.

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It can be manual or you can link it to a data source.

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For now,, we support linking it to a sharepoint list.

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Let me add: a placeholder here.

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Now, let me add another one where I link it to a list.

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What you see here is all the sites, lists, and libraries.

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You have access to and you can pick data from..

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You can link various placeholders with different column values in one list, or you can pick values from different lists in case your data is stored across multiple sites and lists.

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Now you have added a couple of placeholders and maybe it's a huge template and you don't want to finish it in one go., just save it as draft, and you can come back to it later, using the edit menu.

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You can access all draft templates from here.

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Add few more fields.

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Once you are done, just review it one last time and go ahead and publish it.

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What that means is now this template is available in the new menu for all users to create custom documents. From.

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So now the template is available,.

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Let's talk about how document generation takes place from the smart template.

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I go back to the new menu. here. I have more templates created.

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Let me pick service agreement, this time.

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Now this document opens in a form-like view.

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With all the fields highlighted in the document and the document being shown in its full glory and full formatting.

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Now, let's start filling in these fields, or placeholders.

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There are three ways these can be filled.

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You fill it manually, or we look up an auto-suggested record from associated list,.

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Or we autofill it for you if we find a unique record association., let me show you how.

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This is a manual placeholder.

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Let me make a list one.

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You see the field name highlighted here., just pick a record that you want to fill in with.

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You see, I picked the record for client name,, but the client details automatically got filled because we found a unique record association with this field.

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Refresh to review the changes in your time.

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As you start, typing, here is where we are looking up the value from all the linked lists and suggesting you.

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Once you select, we're, also autofilling all other records for you.

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Now this saves a lot of time and energy for document creator,, since today they need to switch to multiple applications to collate all such data points that they need to create a custom document. From.

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Let me add a last one.

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You can check the progress.

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Do one final refresh to review all the changes.

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And done, a custom document is created.

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And available in document library, with just two clicks.

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In future,, we plan to extend these capabilities about implementation of more document types,.

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Association of workflow with the templates, also support the integration to more first- and third-party data sources that you can pick data from., and, lastly,. We also hope to extend this functionality beyond sharepoint and bring it to the endpoint where users are creating document across m365.

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That's all for now.. We are trying to bring in these functionalities in sharepoint syntex. in terms of timing,. We hope to start rolling it out early next year.

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To give it a try., we would love to hear your feedback..

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Thank you so much.