SharePoint AI: Automate Your Document Info Extraction

Key insights

• AutoFill columns in SharePoint use built-in AI to automatically extract and summarize key information from uploaded documents, making document management much easier.


• You can set up AutoFill columns without any coding by using natural language prompts, which allow you to extract specific data such as policy numbers or generate one-sentence summaries.


• Supported file types for AutoFill include PDF, Word, PowerPoint, and other common formats, ensuring broad compatibility with most document libraries.


• The process supports both new uploads and bulk processing of existing documents, helping you quickly update large collections of files.


• You can create multiple AutoFill columns in a single library to extract different types of information or summaries from the same set of documents.


• This feature is especially useful for managing structured documents like policies and contracts, with processing times ranging from 3 to 30 minutes depending on document size.

Introduction to SharePoint’s AI-Powered AutoFill Columns

Daniel Anderson [MVP] recently released a YouTube video that introduces SharePoint users to a transformative feature: AutoFill columns powered by AI. In this in-depth tutorial, Anderson demonstrates how SharePoint’s new capabilities can automate the extraction of document information, making document management both faster and more accurate. Throughout the video, he emphasizes that these enhancements require no coding skills, ensuring accessibility for users at all technical levels.

With SharePoint’s AutoFill columns, organizations can now extract specific data and generate summaries from uploaded documents using simple natural language prompts. This marks a significant shift toward more intelligent and efficient document processing, especially for industries managing large volumes of structured files such as policy documents or contracts.

Setting Up and Using AutoFill Columns

Anderson begins by guiding viewers through the setup process for AutoFill columns within SharePoint document libraries. He explains the requirements and highlights that a wide range of file types are supported, including PDF, Word, and PowerPoint formats. This broad compatibility ensures that most organizations can utilize the feature without needing to convert or reformat their existing documents.

Next, the tutorial details the creation of natural language prompts designed to extract specific information—such as policy numbers—from documents. Anderson demonstrates how users can test and refine these prompts, ensuring that the AI reliably retrieves the desired data. This iterative approach helps users balance precision and efficiency, as overly broad prompts might yield irrelevant results while too narrow prompts may miss valuable information.

Generating Summaries and Processing Documents in Bulk

One of the standout features discussed is the ability to add multiple AutoFill columns to a single library. For example, Anderson shows how to set up a second column to automatically produce one-sentence summaries of each document. By leveraging SharePoint’s built-in AI, users can quickly gain insight into document contents without manually reading each file.

Furthermore, the video explains how to process not only newly uploaded files but also existing documents in bulk. This capability is particularly useful for organizations with extensive archives, as it allows for retroactive application of metadata extraction and summary generation. However, Anderson notes that processing time varies depending on document size, typically ranging from three to thirty minutes.

Real-World Applications and Key Takeaways

Anderson illustrates the practical benefits of AutoFill columns using real-world examples, such as policy libraries and contract repositories. He highlights that these AI-driven tools are ideal for environments where structured documents are common, enabling teams to streamline workflows and improve searchability. The feature’s flexibility allows for the creation of multiple AutoFill columns per library, further enhancing its usefulness across different business scenarios.

However, the adoption of AI-based automation also presents tradeoffs. While automated extraction and summarization can dramatically reduce manual effort, there is a need to carefully design prompts and validate results to avoid errors or omissions. Organizations must balance the desire for automation with the importance of data accuracy and compliance, especially in regulated industries.

Challenges and Future Directions

Despite its many advantages, Anderson acknowledges some challenges associated with integrating AI into document management. For instance, users might face difficulties when extracting highly specialized or context-dependent information, as AI models may not always interpret nuances correctly. Additionally, initial setup and prompt tuning can require thoughtful experimentation to achieve optimal results.

Looking ahead, continued improvements in SharePoint’s AI capabilities are likely to further enhance these features. Anderson encourages users to stay informed about updates and to experiment with different use cases to fully harness the potential of AutoFill columns. As more organizations adopt these tools, best practices and new approaches will continue to emerge, helping to refine and expand the possibilities of automated document management.

Keywords

Auto Extract Document Info AI SharePoint Automation Document Management Intelligent Data Extraction Office 365 Productivity