How Microsoft Syntex Transforms Document Management in SharePoint

Managing documents can be a tough job for many organizations. You might have problems like keeping track of versions, working together, and following rules. Studies show that nearly two-thirds of people make new documents because they can't find the original ones. Microsoft Syntex can help make these tasks easier, making document management better.

Key Takeaways

• Microsoft Syntex helps manage documents automatically. This saves time and cuts down mistakes.

• AI tools like metadata extraction and content classification improve organization and compliance.

• Use best practices, like clear naming rules and user training, to get the most from Microsoft Syntex.

Microsoft Syntex Overview

Microsoft Syntex is a strong tool for managing documents. It helps make your work easier and boosts productivity. It automates many tasks related to records management. This lets you focus on important projects. Here are some key features that make Microsoft Syntex special in document management:

Key Features

1. AI-Powered Document Processing: Microsoft Syntex uses artificial intelligence. It can read, tag, and protect your documents. This helps you sort documents automatically. It also makes sure you follow rules about keeping and handling documents.

2. Metadata Extraction: Syntex is great at pulling out metadata from documents. It can find important details like dates and contract terms. This saves you time and cuts down on mistakes. For example, it can read supplier invoices and fit right into your workflows.

3. Content Classification: With Syntex, you can sort documents easily. It automates sorting, so your documents stay organized and easy to find. This is especially helpful in healthcare, where keeping medical records safe is very important.

4. Enhanced Security: Microsoft Syntex keeps your documents safe. It uses rules about how long to keep documents and who can see them. This means only the right people can access sensitive information.

5. Compliance and Risk Management: Syntex helps you stay compliant and lower risks. It adds compliance or sensitivity labels to documents. This makes management easier from a compliance point of view. This is crucial for organizations that must follow strict rules.

Here’s a summary of what Microsoft Syntex does in document management workflows:

Licensing Options

Microsoft Syntex has flexible licensing options for different needs. Here are the choices:

The cost of Microsoft Syntex is $5 per user each month. This pricing helps organizations of all sizes use automation for repetitive tasks. It saves time and reduces mistakes compared to older systems. Plus, you can set up strong security based on document content, which improves data safety.

Integrating Microsoft Syntex with SharePoint

Connecting Microsoft Syntex with SharePoint greatly improves how you manage documents. It automates tasks like sorting documents and getting data. This helps make your work easier and boosts productivity. Here’s how to set up and use Microsoft Syntex in SharePoint.

Configuration Steps

To set up Microsoft Syntex in SharePoint, do these steps:

1. Log in to the Microsoft 365 admin center as a Global Administrator, User Administrator, or Billing Administrator.

2. Go to Billing > Purchase services. Here, search for 'Syntex' in the Purchase services section.

3. Choose to buy the needed number of SharePoint Syntex licenses or start a free trial.

4. Assign a SharePoint Syntex license to each user who will use it from the Users > Active Users section.

5. Turn on pay-as-you-go services by picking the Microsoft Syntex service you want and choosing the site options you want to use.

Doing these steps makes sure you have the right licenses and settings to use Microsoft Syntex well.

Best Practices

Using Microsoft Syntex well needs good planning and action. Here are some best practices to think about:

1. Set clear naming rules for content types and metadata. This helps users find documents easily.

2. Check and update your content understanding models often. This keeps your system in line with changing business needs.

3. Watch and check how Microsoft Syntex is doing. Use metrics to see how well it meets your document management goals.

4. Give training and support to users. This helps them get used to the new system and use its features well.

Also, think about these ideas to help users accept the new system:

• Roll out SharePoint in stages to avoid overwhelming users.

• Find Super Users who can help others during the change.

• Create a flexible user interface to make it easier to use.

• Promote new systems through events and rewards.

By following these best practices, you can make sure Microsoft Syntex works well with SharePoint. This leads to better document management and happier users.

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Microsoft Syntex changes how we manage documents in SharePoint. You can make tasks automatic, boost security, and follow rules better. Companies like the London Stock Exchange Group saved a lot of time. They cut processing hours from 20 to only 90 minutes each week.

In the future, look for features like:

1. Smart Document Sorting

2. Better Search with Natural Language

3. Active Compliance Checking

By using Microsoft Syntex, your organization can be more efficient and effective in managing documents. 🌟

FAQ

What is Microsoft Syntex?

Microsoft Syntex helps with document management. It uses AI to make work easier. It can extract important information and sort content.

How does Syntex improve compliance?

Syntex puts compliance labels on documents. This helps you follow rules and handle sensitive information safely.

Can I try Microsoft Syntex for free?

Yes, you can start a free trial of Microsoft Syntex. This lets you check out its features before you buy a subscription.