How many systems is your ERP system linked across? Whether it’s a few or many, think about the amount of content that your ERP has access to. Odds are, it’s thousands. Additionally, 90% of your business exists in this content. But what happens if you suddenly lose it?
Rather than risk losing paper to fire, flood, or other catastrophe like we did before we had technology, we use software. While it helps save trees, cut costs, and saves time, they’re limited in their capabilities. Users aren’t able to quickly search through and locate the files you’re looking for, no matter how well they’re labeled.
To help organizations more effectively manage the astounding amount of content in their business, Microsoft has created SharePoint Syntex, the first solution to come from Project Cortex.
Introducing SharePoint Syntex
The purpose of SharePoint Syntex is to give organization’s a faster, more efficient way to manage content. Instead of tagging every piece of information entering a system, Syntex relies on AI technology and machine learning to do it automatically.
The way it works is simple: using models, users are able to tag and organize content in a way that proactively brings content to users exactly when they need it. The solution relies on the metadata that’s stored within a SharePoint library to surface that content.
Microsoft leaders have stated that the solution was created as a way to “amplify human expertise, automate content processing, and transform content into knowledge. [Syntex] delivers intelligent that work the way you do.”
Using the Three Buckets of Syntex
For easier management of documents and deeper document insight, Syntex can be separated into three buckets: content understanding, content processing, and content compliance. Before we can use these buckets, you’ll need to set up a content center.
Content Center
A content center is set up within Syntex during the installation process. Within this center, you’ll create, edit, and store your various document models, and where you’ll apply models to documents. Depending on how your organization operates, you can set up as many content centers as you need.
Content Understanding
In order for models to find content, you have to train them. This happens by uploading sample documents and images and explaining what to look for. Per its default settings, Syntex requires five positive examples of a file and one negative. To improve the accuracy of the tool, just upload more files.
Once files are uploaded, you can use content explanations for further training. Within each model, you can specify to look for certain phrases, patterns, or how close documents are to each other.
Finally, you can test the accuracy of your models in your content center and make adjustments as needed.
Content Processing
For content-centric processes that , the content processing bucket helps to streamline it by capturing, ingestion, and categorizing content. For example, you can train Syntex models to extract specific values and turn it into metadata to improve search functionalities. This is especially useful for businesses that rely heavily on structured forms, like invoices, financial reports, purchase orders, and more.
Content Compliance
Another part of training your models is compliance. Syntex allows users to apply sensitivity or retention labels to specific documents to help keep things secure. With Syntex, you don’t have to worry about sacrificing usability for security—Syntex has the perfect balance.
The Benefits of SharePoint Syntex
The amount of content that’s on your is endless. With how much valuable information that’s stored here, having a strong content management system is crucial. With Syntex, you’re able to organize, extract, and group files and data to access organizational knowledge that was previously unavailable.
Perhaps one of the biggest benefits of Syntex is that you no longer have to spend hours tagging every piece of content that’s entering your system. Syntex does it for you. With an automated process in place, content discoverability goes up, and productivity is increased.
One member of the Project Cortex team, Dan Holme, stated:
“Syntex...provides a foundation for this concept of knowledge management and knowledge share in an organization. And Project Cortex is no to address the weak spots, which have been the actual gathering and unlocking of knowledge, the curation of it, and then the delivery into the context of your work.”
Ready to Get Started?
Whether you’re looking to completely revamp your current content management system or see how your current system compares to Syntex, contact JourneyTEAM. As a Microsoft Gold Partner, we know the ins and outs of the solution and how it can improve your business processes. There’s so much more to come from Syntex. At JourneyTEAM, we’re committed to helping you get the most out of the latest tool from Microsoft. Contact us today.
Article by: Jenn Alba - Marketing Manager - 801.938.7816
JourneyTEAM is an award-winning consulting firm with proven technology and measurable results. They take Microsoft products; Dynamics 365, SharePoint intranet, Office 365, Azure, CRM, GP, NAV, SL, AX, and modify them to work for you. The team has expert level, Microsoft Gold certified consultants that dive deep into the dynamics of your organization and solve complex issues. They have solutions for sales, marketing, productivity, collaboration, analytics, accounting, security and more.
