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Automated Document Processing Using Microsoft Syntex And AI Builder

A renowed UAE conglomerate implements Document Management using Microsoft Syntex And AI Builder

Client Business Description

Our client is a consolidation of twenty successful business ventures that started their journey in the year 2000. The group has established itself as a conglomerate of companies offering a one stop solution for all landscape requirements. It is recognized as the market leader in the GCC region and considered as one of the most pioneering and innovative organizations catering to all segments of landscaping.

About Product

We designed a solution based on Microsoft Syntex, AI Builder, and SharePoint to automate document processing, have a centralized document storage, automate workflows, and improve search capabilities. Microsoft Syntex solution was used to classify the documents and move them to their respective document libraries. AI builder was used to extract the metadata from each document. We also used a customized user interface on SharePoint for easy access and retrieval of documents.

Challenges

Before implementing the Automate Document Processing, the group company faced several challenges, including:

  • Inefficient Document Retrieval: Locating specific documents from the vast number of physical files was time-consuming and prone to errors.
  • Document Classification: Document controllers were finding difficulty to classify the documents and store in respective company-category.
  • Lack of Collaboration: Employees struggled to collaborate on documents as they were spread across various physical locations.
  • Version Control Issues: Tracking and maintaining document versions led to confusion and errors in decision-making.
  • Compliance and Security: Ensuring document security and compliance with industry regulations was a concern.
  • Wasted Resources: Storage space, paper, and printing costs were mounting due to the reliance on paper-based processes.

Our Solution

We automated their Document Processing Using Microsoft Syntex And AI to have centralized document storage, automated workflows, and improving search capabilities.

Microsoft Syntex

For Auto Classification Of Documents Based On Document Category

AI Builder

For document processing and extraction of metadata

SharePoint

For a centralized document management and collaborative platform

Power Automate

To develop automated workflows and notifications

Technologies And Tools

Microsoft SharePoint, AI Builder, Microsoft Syntex

Product Screens

Results

Our Automate Document Processing enabled our client company to receive below positive results-

Enhanced Efficiency

Document retrieval time was reduced drastically, leading to increased productivity and quicker decision-making

Auto Classification

Solution helped document controllers to reduce up to 80% of their work by using Syntex auto classification of documents.

Improved Collaboration

Employees across different locations could collaborate seamlessly on documents, leading to better communication and teamwork.

Enhanced Security and Compliance

Document security was strengthened through access controls and permissions, ensuring compliance with industry regulations.

Cost Savings

Reduced paper usage, printing costs, and storage expenses resulted in substantial cost savings for the company.

Better Decision-Making

Accurate and up-to-date information facilitated better decision-making by providing easy access to relevant documents.

Streamlined Processes

Automated workflows and version control reduced errors and streamlined document-related processes.

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