Use Placeholder Values for Document Metadata with Syntex
Image Source: Shutterstock.com
Syntex
Sep 28, 2023 7:05 PM

Use Placeholder Values for Document Metadata with Syntex

by HubSite 365 about Leon Armston [MVP]

Microsoft MVP (M365 Apps & Services) | M365 Consultant | Content AI Specialist | Speaker | Blogger | Microsoft Syntex | SharePoint | Viva

External Blog Post
Pro User

SyntexM365 Hot News

Enhance your document creation with the latest Syntex update - seamlessly map placeholders to document library columns for optimized metadata usage.

In a recent blog post by Leon Armston, a new update in Syntex Content Assembly has been highlighted, which maps the placeholder values used in document creation to the document library columns. Through this, metadata values used in generating a document get automatically tagged to it.

For instance, a company might use the modern template of Syntex to create a series of letters for different companies. Subsequently, you can assign company names, payment amounts, and other relevant details as placeholders and copy them into document library columns upon generation. The outcome is an extensive collection of letters each distinctly marked with unique metadata such as the company name and involved fees.

You can then filter the document library to display specific companies or letters requesting a fee amount over a particular limit. This functionality replaces the initial complex processes involved in this task.

These procedures included creating a Syntex model to read metadata from created documents or manually creating document library columns and using Syntex document generation. Furthermore, the tagged metadata can be used for filtering, searching, and for workflow purposes, such a looking up a company name to find their contact information.

The author also provides a practical demonstration of this feature by creating a new Modern Template from a document library. After the creation of all placeholders in the modern template, users must publish it.

Upon clicking the Publish button, a new menu pops up, allowing users to rename the template, choose which template fields will be added to a custom view in the library, and decide whether this new custom view should be the default view of the library.

When creating a document using this template, the metadata value 'Name' gets copied to the document library column. Consequently, when a user generates a document, the value 'Name' will be tagged with every copy. Hence, one can see that a created letter has been tagged with the name used in the document.

In addition to tagging, these metadata values can be used in tandem with the new Syntex Copy & Move document library rules according to the author. These rules can automate actions when a value changes in the library. For instance, if the column 'Name' changes to a certain value, the document could be moved or copied to a specified site or document library.

Thus, this feature allows up to 15 different rules, allowing the routing of documents to different libraries based on the name used. It even automatically moves newly created documents according to the predefined rules.

The author has lauded this new functionality as it significantly aids in identifying generated documents and conducting post-generation workflows with the metadata, in conjunction with the newly introduced Syntex Copy & Move document library rules. It enables automated or manual processes like finding tagged files or processes making decisions based on metadata.

You can learn more about this advanced feature via the link.

More Insight into the Subject

This new feature in Syntex revolutionizes content assembly, making it simpler and more efficient. By mapping placeholder values to document library columns, it brings a sweeping change in the digital documentation process by streamlining it. The ability to tag documents with unique metadata not only aids in organization and searching but also impacts workflows significantly. Automation through preset rules further enhances the utility of this feature, permitting digital content generation and management on an unprecedented scale.

Read the full article Generate Documents With Syntex & Now Use The Placeholder Values As Document Metadata

Syntex - Use Placeholder Values for Document Metadata with Syntex

Learn about Generate Documents With Syntex & Now Use The Placeholder Values As Document Metadata

Delivering powerful document generation is a primary focus of Microsoft's Syntex Content Assembly tool. A new feature update brings a significant enhancement to the platform. It now allows for the utilization of placeholder fields for mapping to document library columns, enhancing ease of organization and retrieval of generated documents. Key field data used during document generation such as company details and fee amounts now become part of the document's comprehensive metadata.

This added ability to use metadata from document placeholders to tag the resultant documents offers multiple benefits. It dramatically simplifies the complex process of creating or updating document columns and metadata manually using Power Automate. It also makes locating specific categories of documents, such as those belonging to specific companies or those stipulating fees above a certain amount, considerably faster and easier.

The new features of this amazing Content Assembly tool apply not just to document generation, but also to tasks happening post-generation. Utilization of the placeholder-mapped metadata can be an important part of various automation processes and workflows, including complex ones involving software such as CRM systems.

To check out this metadata mapping function, begin by creating a new Modern Template from a document library. After you've created the necessary placeholders in your modern template, publish it. Clicking 'Publish' will bring up a new menu. This interface allows you to rename your template and select which template fields to include in a custom library view. In this way, you can customize the view to your needs, only displaying fields relevant to you. When a document is created with this template, the specified metadata values will be automatically copied over to the document library column.

Beyond its use in streamlining document generation, these metadata values can be used in conjunction with Syntex Copy and Move document library rules. These rules can be configured to activate when changes occur in the library. This could include monitoring specific metadata columns for changes in value. Depending on the specified name, documents could then be moved to different libraries.

This new feature promises powerful advancements in document identification and workflow implementations after generation. Whether the next stage is manual, requiring a user to find a tagged file, or automated, with a process searching for a tagged file to make decisions, Syntex Content Assembly promises to make things significantly easier. Finally, this feature also integrates well with new Syntex Copy & Move rules, offering multi-step process control at a level never seen before.

Try the Syntex Content Assembly and its new features. Discover its potential to significantly optimize your business document generation and management systems. Feel free to share your experience and uses in the comments, and contribute to the evolving conversation around this powerful tool. Stay tuned for more insights and updates.

More links on about Generate Documents With Syntex & Now Use The Placeholder Values As Document Metadata

Automate document generation with Microsoft Syntex and ...
Aug 8, 2023 — ... Generate document using Syntex (preview) action. Enter the site information and select the document library that contains the modern template.
Overview of content assembly in Microsoft Syntex
Mar 2, 2023 — You can use the content assembly capabilities in Microsoft Syntex to help you automatically generate standard repetitive business documents, ...

Keywords

Syntex document generation, document metadata placeholder, use Syntex, Syntex metadata, generate documents with Syntex, Placeholder values in documents, Metadata document generation, Syntex document metadata, placeholder metadata Syntex, generate metadata documents.