SharePoint Syntex: AI-Powered Document Understanding

SharePoint Syntex: AI-Powered Document Understanding

Introduction

[Explain manual metadata tagging bottlenecks; Syntex applies AI to classify, extract, and route documents automatically.]

Prerequisites

• SharePoint Online
• Syntex license or trial
• Document library with sample files

Syntex Model Types

Model Type	Technique	Use Case
Unstructured Document Processing	ML training	Contracts, proposals, reports
Freeform Selection	Layout-based extraction	Invoices, forms with fixed structure
Structured Document Processing	Pre-built AI	Receipts, invoices (prebuilt)

Step-by-Step Guide

Step 1: Create Content Center

New-SPOSite -Url https://contoso.sharepoint.com/sites/contentcenter -Template CONTENTCENTER#0 -Owner admin@contoso.com -StorageQuota 1024

Step 2: Train Unstructured Model

Scenario: Classify and extract data from contracts

1. Navigate to Content Center → Create Model → Unstructured
2. Add example files (10+ positive examples, 5+ negative)
3. Teach model to identify "Contract" vs "Not Contract"
4. Create extractors:
   • Client Name
   • Contract Value
   • Expiration Date
5. Train each extractor with labeled examples
6. Test model accuracy
7. Publish to target library

Step 3: Freeform Selection Model

For Invoices:

1. Create model → Freeform document processing
2. Upload sample invoice
3. Draw selection boxes around fields:
   • Invoice Number
   • Vendor Name
   • Total Amount
   • Due Date
4. Add more samples (15+)
5. Publish to invoices library

Step 4: Apply Model to Library

Via UI:

Library Settings → Syntex models → Add model → Select trained model

Via PowerShell:

Add-SPOContentTypeToList -Site https://contoso.sharepoint.com/sites/contracts -List "Documents" -ContentType "Contract"

Step 5: Automate with Power Automate

Flow Trigger:

When properties in file are changed (SharePoint)
Condition: ContentType equals "Contract"
Action: Send approval request
  - Approver: Manager
  - Details: Contract Value, Expiration Date

Step 6: Content Assembly

Generate documents from templates:

1. Create modern template in Word with placeholders
2. Upload to Syntex library
3. Power Automate action: Generate document from template
4. Populate placeholders from Dataverse or SharePoint list

Step 7: Compliance & Retention

Apply retention labels automatically:

Set-RetentionComplianceRule -Identity "Contract Retention" -ContentMatchQuery "ContentType:Contract" -RetentionDuration 2555

Advanced Scenarios

Multi-Language Support

[Train models with documents in multiple languages; Syntex auto-detects language]

Explanation Mode

[Review why model classified document; see confidence scores per extractor]

Model Versioning

[Retrain model with new examples; compare accuracy before publishing new version]

Performance Tuning

• Provide 15+ positive examples for accurate classification
• Use 5+ negative examples to reduce false positives
• Test model on documents not in training set
• Monitor classification confidence scores

Monitoring & Reporting

# Get model usage
$models = Get-SPOSyntexModel -Site https://contoso.sharepoint.com/sites/contentcenter
foreach ($model in $models) {
    Write-Host "$($model.Name): $($model.ItemsProcessed) documents processed"
}

Power BI Dashboard:

[Connect to SharePoint list tracking model application results; visualize accuracy trends]

Cost Management

Component	Cost Driver	Optimization
Model training	Per-model setup	Reuse models across sites
Processing	Per-document	Apply models selectively
Storage	Extracted metadata	Retain only essential fields

Troubleshooting

Issue: Low classification accuracy
Solution: Add more training examples; include edge cases

Issue: Extractor missing data
Solution: Verify field exists in all training documents; adjust selection region

Issue: Model not applied to new files
Solution: Check library content type configuration; verify model published

Best Practices

• Start with high-value, high-volume document types
• Train models iteratively; test before broad rollout
• Combine Syntex with retention policies for compliance automation
• Use Power Automate to route classified documents

Key Takeaways

• Syntex automates metadata extraction and classification via AI.
• Unstructured models handle varied layouts; freeform models suit fixed forms.
• Integration with Power Automate enables end-to-end automation.
• Monitoring model accuracy ensures ongoing value.

Next Steps

• Deploy contract management automation
• Integrate with compliance center for automatic labeling
• Build content assembly workflows

Additional Resources

• SharePoint Syntex Overview
• Create Models
• Content Assembly

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Which document type will you automate first?