Guide to SharePoint Syntex - Best Practices & Real-World Use Cases

SharePoint Syntex is revolutionizing the way organizations manage and process content within Microsoft SharePoint environments.

By harnessing the power of artificial intelligence (AI) and machine learning (ML), SharePoint Syntex enables intelligent content classification, data extraction, and workflow automation. This advanced AI service enhances productivity by automatically identifying key information from documents, applying metadata, and routing content through automated processes, eliminating time-consuming manual tasks.

Businesses can now streamline compliance, improve content discoverability with metadata-based search, and ensure more accurate document handling. Integrated seamlessly with SharePoint Online and Microsoft 365 tools, SharePoint Syntex transforms static content into dynamic, structured information that supports smarter decision-making and operational efficiency.

Whether extracting customer data from contracts or categorizing thousands of documents, Syntex provides a scalable solution to optimize content management and reduce human error. As digital workplaces evolve, SharePoint Syntex stands out as a powerful tool for modern enterprises aiming to leverage AI for smarter collaboration and data governance.

Real-Time Use Cases of SharePoint Syntex

SharePoint Syntex (now part of Microsoft Syntex) uses AI and machine learning to automate content understanding, classification, and data extraction. It’s particularly powerful in industries and departments dealing with large volumes of unstructured content like contracts, forms, and invoices.

Here are some real-world use cases of SharePoint Syntex:

SharePoint Syntex models can trigger Power Automate workflows, enabling automated approval, data validation, or notifications based on extracted data.

Best Practices for Implementing SharePoint Syntex

• Start with High-Value and High-Volume Use Cases

  Identify business areas that deal with:

  • Repetitive document types (e.g., contracts, invoices)
  • Manual metadata entry
  • Compliance-sensitive content

  Examples: Legal, Finance, HR, Procurement

• Organize Content with Consistent Document Libraries
  • Store similar documents in separate libraries for better training and accuracy.
  • Ensure documents are in searchable formats (PDF, Word, etc.).
  • Avoid mixed content types in one library.
• Train the Model with Different Examples
  • Use 5–20+ examples of each document type for best results.
  • Include variations in layout, wording, and structure.
  • Add negative examples to help the model avoid false positives.
• Define Metadata Fields Carefully
  • Keep field names clear and business-relevant.
  • Use site columns for consistency across libraries.
  • Add validation rules and default values where applicable.
• Use Document Understanding Models Strategically
  • Build one model per document type (e.g., "Invoice Model", "Contract Model").
  • Create content type bindings carefully.
  • Test models in non-production libraries first.
• Governance and Security
  • Use sensitivity labels for classified documents.
  • Monitor who can create/train models—ideally, assign this to a content manager or power user.
  • Apply retention policies for document lifecycle management.
• Automate with Power Automate

  Trigger workflows based on extracted metadata.

  • e.g., Notify a manager when contract expiry is within 30 days.
  • Auto-route invoices to the finance team based on amount.
• Monitor Model Accuracy Regular Basis

  Review model predictions periodically to:

  • Update with new formats or change
  • Improve extraction rules or layout design

  Use feedback from users to refine models.

• Train Power Users

  Empower content owners to:

  • Label data
  • Build and update models
  • Manage libraries and apply metadata
• Enable AI Builder and Forms Processing Where Needed

  For structured documents (e.g., forms, applications), use AI Builder + Syntex for better data extraction.

  Great for tabular or form-based formats like HR onboarding forms or medical claim forms.

How AI Can Improve Productivity?

• Content categorization: Use AI to automatically categorize content, making it easier to find and manage.
• Content recommendations: Use AI to recommend related content to users, based on their browsing history or search queries.
• Workflow automation: Use AI to automate repetitive tasks, such as approvals or notifications.
• Chatbots: Use AI-powered chatbots to provide quick answers to common questions or to automate customer service interactions.

By identifying areas where AI can help, you can now develop a plan for how to integrate AI into your SharePoint environment.

The next step is where you need to choose the right AI tools. There are a variety of AI tools and services available, like:

• Microsoft Cognitive Service
• Custom AI models
• Microsoft Syntex
• Third-party AI services, such as Amazon Web Services or Google Cloud AI

Conclusion

Integrating AI into your SharePoint environment with SharePoint Syntex opens new possibilities for smarter content management and operational efficiency.

By automating document classification, data extraction, and compliance processes, Syntex helps organizations save time, reduce errors, and enhance productivity. Its seamless integration with Microsoft 365 tools makes it a practical choice for businesses looking to scale their digital capabilities.

As AI continues to shape the future of work, adopting solutions like SharePoint Syntex positions your organization to stay competitive, agile, and data-driven in today’s dynamic digital landscape. It's not just an upgrade, it's a strategic transformation.

Partner with Synoverge Technologies to unlock the full potential of Microsoft technologies and SharePoint Syntex. Our experts help you implement intelligent automation tailored to your business needs. Connect with us to get started today.