How to Expand Document Management in SharePoint

Challenges of SharePoint When it Comes to Document Automation

SharePoint is a versatile platform for document management and collaboration, but it does have some challenges when it comes to document automation. Here are some of the common challenges:

• Complexity of Workflow Creation: Setting up automated document workflows in SharePoint can be complex and require a good understanding of SharePoint Designer or other workflow automation tools. This complexity can be a barrier for non-technical users.
• Limited Out-of-the-Box Automation: SharePoint’s out-of-the-box features for document automation are somewhat limited. While it offers basic workflow capabilities, more advanced automation, such as intelligent document recognition or advanced data extraction, often requires third-party integrations or custom development.
• Integration Challenges: Integrating SharePoint with other systems, such as CRM or ERP software, can be challenging. Ensuring seamless data flow and document automation between these systems often requires custom development.
• Version Control: Document version control in SharePoint can sometimes be confusing, leading to issues where users may not be sure which version of a document is the latest, particularly when multiple collaborators are involved.
• Limited Data Extraction: SharePoint may not have robust data extraction capabilities for structured and unstructured data within documents. Automated data extraction for invoices, contracts, or forms may require additional software or development effort.
• User Adoption: Encouraging users to adopt automated document processes in SharePoint can be a challenge. Resistance to change and a lack of awareness about automation benefits may hinder adoption.
• Maintenance Complexity: Automated document workflows may require ongoing maintenance and updates. Managing these workflows, especially when they involve a large number of documents and users, can become complex.
• Security Concerns: Security is a critical aspect of document automation. Ensuring that sensitive data is handled securely within automated processes requires careful configuration and monitoring.

Depending on the scale of automation and the need for additional features, SharePoint licensing costs can increase, impacting the overall cost-effectiveness of the solution. In addition, implementing highly customized document automation solutions in SharePoint may require significant development effort and cost.

Despite these challenges, SharePoint remains a popular choice for document management and collaboration. You can overcome many of these challenges by using Artsyl docAlpha to enhance SharePoint’s document automation capabilities.

Making SharePoint More Efficient

As a business expands, the manual processing of documents may become a time-consuming and inefficient task due to SharePoint’s lack of advanced intelligent document automation and machine learning features.

By integrating docAlpha with SharePoint, organizations can streamline their document processing workflow and enhance efficiency. docAlpha’s advanced OCR capabilities, coupled with AI and machine learning, automate the process and optimize time management.

In addition, docAlpha Intelligent Process Automation Platform which is tightly integrated with MS SharePoint is an excellent solution for businesses looking to streamline their document processing workflow.

RELATED: Integrate docAlpha with SharePoint for Easy Document Export

Using SharePoint and docAlpha to Automate Document Management

The features offered by docAlpha SharePoint Import and Export Connectors automate document management, saving time and improving efficiency. By automating document processing, businesses can focus on other critical tasks and grow their business.

Overall, docAlpha’s advanced OCR, machine learning, and artificial intelligence capabilities can significantly enhance the functionality of SharePoint, allowing businesses to automate and streamline their document management workflows.

How docAlpha Can Expand SharePoint Document Automation

Here are some of the ways in which docAlpha can enhance SharePoint:

Document Capture

docAlpha’s OCR technology can extract text and data from scanned documents, such as invoices, receipts, forms, and contracts, and convert them into digital format. This data can then be automatically imported into SharePoint, eliminating the need for manual data entry and reducing the risk of errors.

Data Extraction

docAlpha’s machine learning and artificial intelligence capabilities enable it to extract structured and unstructured data from different type of documents and forms. This data can be automatically categorized and organized in SharePoint, making it easier to find and manage your documents.

Workflow Automation

docAlpha can automate document processing workflows, such as document routing, approvals, and notifications. This eliminates the need for manual intervention, reduces processing time, and improves accuracy.

Intelligent Document Recognition

docAlpha’s AI-powered document recognition capabilities enable it to recognize different document types and automatically apply appropriate metadata and tags. This improves document search capabilities and makes it easier to find specific documents in SharePoint.

Intelligent Data Extraction

docAlpha can extract data from documents with high accuracy using machine learning models that are trained on specific document types. This improves data quality and reduces the need for manual data entry.

docAlpha SharePoint Import Connector

Due to its tight integration with SharePoint, docAlpha operates seamlessly within the platform by leveraging the import and export connectors. The docAlpha SharePoint connectors provide a range of advanced features that significantly enhance document processing and management workflows.

Back to Basics: What People Love About SharePoint

Microsoft SharePoint is the go-to collaboration platform for businesses looking to store and share their documents securely. Any organization that needs to manage and share documents, collaborate on projects, and store information securely can benefit from SharePoint.

There are two versions of SharePoint: SharePoint on-premise and SharePoint online. SharePoint on-premise is installed and hosted within an organization’s own network infrastructure, while SharePoint online is hosted in the cloud.

RELATED: OneDrive vs SharePoint – Which is the Best File Sharing Platform?

Most Useful Features of SharePoint

One of the most useful features of SharePoint is its ability to automate workflows. SharePoint workflows allow organizations to create custom workflows that can automate business processes, such as document approval, expense tracking, and project management. This can save organizations a significant amount of time and reduce errors.

SharePoint can be accessed through a variety of devices. SharePoint desktop version has a user-friendly interface that allows users to access and manage their SharePoint sites and content from their desktop. This makes it easy to collaborate and share information with colleagues, even when offline.

Document Management in SharePoint

SharePoint offers a centralized location for storing and managing documents, making it easier for teams to collaborate and share information. Users can create document libraries, upload files, and organize them in folders for easy access.

Collaboration Functionality in SharePoint

SharePoint enables teams to work together on projects and documents, facilitating better communication and teamwork. It offers features such as shared calendars, task lists, and discussion boards that allow team members to collaborate more efficiently.

Content Management in SharePoint

SharePoint includes robust content management features, such as version control, document approval workflows, and records management. These features enable businesses to manage their content more effectively, ensuring compliance with regulations and internal policies.

Search in SharePoint Document Management

Microsoft SharePoint offers a powerful search functionality that allows users to search for documents, people, and other content within the platform. The search results are refined based on metadata, tags, and other criteria, making it easier for users to find the information they need.

RELATED: Using SharePoint for Inventory Management

Customization of SharePoint

SharePoint is highly customizable, enabling businesses to tailor the platform to their specific needs. Users can create custom workflows, forms, and applications using SharePoint Designer or third-party tools, and integrate with other business applications.

Security in SharePoint

SharePoint provides robust security features, including permission levels, encryption, and access controls. This helps businesses to protect their sensitive information and prevent unauthorized access.

Mobile Access to SharePoint

SharePoint is accessible from mobile devices, enabling users to access documents and collaborate with their team members on the go. The platform offers mobile apps for iOS, Android, and Windows devices, ensuring seamless access to information from anywhere.

Which Industries Benefit from the Integration of Artsyl docAlpha with Microsoft SharePoint?

Industries across the board can benefit from the Artsyl docAlpha Intelligent Process Automation Platform, which is tightly integrated with SharePoint. This solution is especially valuable for businesses that have high volumes of document processing requirements.

The platform offers a range of features that make it easier to manage and organize documents, saving time and improving efficiency.

Industries such as healthcare, finance, insurance, and manufacturing can particularly benefit from the integration of docAlpha and SharePoint.

Healthcare Document Automation with SharePoint

For example, healthcare providers can use the platform to streamline their medical record processing. docAlpha’s advanced OCR capabilities can automatically capture data from medical records, and SharePoint can then be used to store and organize these records in a centralized location.

This helps healthcare providers to improve their patient care by reducing the time spent on manual data entry and searching for records.

Finance and Insurance Document Automation with SharePoint

Similarly, finance and insurance companies can use docAlpha to automate their document processing, such as invoices, receipts, and insurance claims. By using docAlpha to automatically capture and extract data from these documents, these companies can significantly reduce the time spent on manual data entry and ensure greater accuracy in their processing.

Manufacturing Document Automation with SharePoint

In the manufacturing industry, docAlpha’s machine learning and artificial intelligence helps to automate the processing of purchase orders, invoices, shipping documents, and bills of lading.

By using docAlpha to extract data from these documents and then importing it into MS SharePoint, manufacturers can improve their inventory management, reduce errors, and improve their overall operational efficiency.

Final Words: How SharePoint Expands Its Functionality with docAlpha

The integration of docAlpha and SharePoint offers a range of other benefits for businesses, including greater control and visibility over their document processing workflow, increased security of sensitive documents, and improved collaboration among team members.

In conclusion, the Artsyl docAlpha Intelligent Process Automation Platform, tightly integrated with SharePoint, is an excellent solution for businesses looking to streamline their document processing workflow. Industries such as healthcare, finance, insurance, and manufacturing can particularly benefit from this platform’s automation capabilities, which can significantly reduce the time spent on manual data entry and improve efficiency. Book a docAlpha demo now!