Automating Document Organization with Pragmile AI for SharePoint

Employees spend at least two hours daily, or approximately 25% of their workweek, searching for the necessary information in documents to complete their tasks. This reliance on manual document organization processes leads to time-consuming tasks and a higher potential for errors. Fortunately, artificial intelligence (AI) can transform document management and offer full automation of repetitive tasks, enhancing employees’ productivity and operational efficiency. In this article, we’ll highlight the benefits AI can bring to efficient operations.

The Role of AI in Document Management

AI in document management, particularly within Microsoft SharePoint, can completely change the way employees organize their documents by automating repetitive tasks with high efficiency.

Tasks Automation

With machine learning algorithms, AI can analyze the content and metadata of documents and automatically identify their type—such as invoices, contracts, and reports. After identifying them, AI categorizes these documents without extra human help. This speeds up the filing process and reduces the risk of misclassification, helping employees find necessary documents more easily and quickly.

AI-Powered Search

In addition to simple keyword matching, AI analyzes the content and the specific intent behind user queries, bringing up more accurate and relevant search results. This helps retrieve information faster and makes the search process more efficient and user-friendly.

AI Solution by Pragmile

Pragmile has created an innovative AI solution that offers a breakthrough in document management within Microsoft SharePoint. With AI and automation, this solution helps improve daily productivity by categorizing and organizing documents based on client requirements. Here’s how Pragmile’s approach works:

• Pragmile uses a generic AI component, ImageClassifier-AI, within a Docker container to analyze and classify documents or images to ensure precise and relevant classification at all times.
• The ImageClassifier-AI operates within the Azure Machine Learning infrastructure, offering robust, scalable, and secure AI operations. This infrastructure supports the efficient tagging of images with predefined categories, allowing employees to manage high quantities of construction site photos.
• The solution integrates Microsoft PowerAutomate through ImageTagger for seamless API interaction with ImageClassifier-AI. This approach allows users to easily identify images uploaded to SharePoint.

Pragmile’s solution provides efficiency and accuracy of the output, as well as data security and privacy. Moreover, the solution is designed to be cost-effective, significantly reducing manual labor. This ensures that it can easily handle varying volumes of data, making it an ideal choice for clients with dynamic documentation management requirements.

Learning and Adaptation Process

Learning AI systems to recognize and categorize documents is crucial. Initially, the system starts without prior knowledge or understanding of the documents it encounters. This blank slate allows the AI to be trained without biases, only from the presented data. Training begins by introducing different documents that have already been pre-labeled or categorized by human experts. This dataset will become foundational knowledge for the AI, allowing it to learn the patterns and distinguishing features of each category. However, some unpredictable situations may occur when AI encounters documents that don’t fit into a category. If this happens, the system flags the document for manual processing, and an expert will need to review the documents to categorize them correctly and provide this information to the AI system. Each manually processed document introduces new examples and variations the AI had not previously encountered. This continuous feedback loop helps the system adapt and improve faster, refining its processes and enhancing efficiency.

Vision for the Future

In the future, AI will take further steps in document management:

• Enhanced automation: AI will automate nearly all document management tasks, reducing manual intervention and processing times, freeing human resources for more complex tasks.
• Precision: With continuous improvement in AI algorithms, employees will enjoy accuracy and consistency in document categorization.
• Scalability: AI-driven future is scalable, allowing organizations to scale as they grow without compromising accuracy or speed. Cloud-based AI solutions will handle growing processing requirements.
• Proactive management: Future AI systems will anticipate organizational needs, suggesting document organization strategies before issues arise.
• Collaborative AI: Beyond management, AI will facilitate collaboration, automatically sharing and syncing documents based on project needs and team dynamics.

How Pragmile Implements its AI Solution

Pragmile’s AI solution can change the way organizations manage documents, offering accuracy, speed, scalability, and data security. Here’s a summary of how Pragmile can implement this solution:

• Step 1: Requirement analysis—Pragmile starts by analyzing the client’s needs (the types of documents handled, volume, and the desired categorization criteria) to customize the AI model and ensure it aligns with the requirements and objectives of the business.
• Step 2: Infrastructure setup—With Azure Machine Learning infrastructure, Pragmile sets up a secure, scalable environment, deploying the ImageClassifier-AI within a Docker container, ensuring a robust and flexible platform for AI operations.
• Step 3: Integration with SharePoint and PowerAutomate—To automate the process of document uploading and categorization, Pragmile integrates the AI solution with SharePoint, utilizing Microsoft PowerAutomate. This ensures that documents uploaded to SharePoint are automatically identified and sorted into the correct folders, streamlining document management workflows.
• Step 4: Training and model refinement—With the infrastructure integrated, the AI model undergoes rigorous training using a client-provided dataset or one curated by Pragmile. This phase is critical for achieving high accuracy and reliability in document categorization. The model is continuously refined through iterative training and manual feedback loops.
• Step 5: Deployment and monitoring—Once trained, the AI solution is deployed into the client’s operational environment. Pragmile ensures seamless integration with existing workflows and systems. Continuous monitoring is implemented to track performance, accuracy, and the system’s adaptability to new document types or changes in categorization criteria.
• Step 6: Continuous improvement—Pragmile provides ongoing support and maintenance, ensuring the AI system remains efficient and effective. This includes periodic updates to the AI model based on new data, changes in business operations, or evolving document management needs.

Conclusion

Using AI with SharePoint is an undeniable opportunity for businesses to achieve significant efficiency and accuracy in document management. Employees can switch from manual processes to fully automated AI-driven operations that streamline workflows, reduce the potential for errors, and offer unmatched accuracy. For businesses constantly challenged by document management, Pragmile offers a great solution for optimizing resources. With our AI-powered solution, we can implement AI to meet your specific needs and improve productivity. Contact Marcin Jabłonowski directly and let’s implement an AI solution to transform the way you do business.