Manual document filing takes time – we'll get it back for you
Automate document processes with AI, Power Platform & SharePoint
Approximately 60% of back office time is spent scanning, printing, stamping and sorting, often with manual indexing. This is a significant amount of effort for simple tasks – with a high risk of errors. Sensitive documents such as invoices, reminders or contracts especially require an unnecessary number of steps. Reduce the effort by up to 80% with the right solution.
Unstructured SharePoint storage complicates audit-proof processes
In many organizations, commercial documents are still processed on paper. They are stored locally, manually and often with location-based access – via scanning, printing, stamping and filing cabinets. Digital structures exist only as a supplement or as simple file storage in SharePoint. Without metadata, without fixed rules. Such systems reach their limits when document volumes increase or hybrid forms of work make access difficult. Contracts, invoices or reminders are available yet cannot be found systematically and are certainly not audit-proof. When retention and deletion periods become relevant, at the latest, it becomes clear that without consistent indexing, neither deadlines nor processes can be reliably controlled and documented in an audit-proof way.
Anyone who wants to catch up manually is treating the symptoms. Daily searches, manual corrections and sloppy archiving isn’t helping anyone, either operationally or in terms of compliance.
The solution: automated tagging with SharePoint Premium and Power Platform
Our solution combines the AI-powered classification capabilities of SharePoint Premium Autofill with automated validation and approval processes via the Power Platform. The result is an end-to-end workflow for document-based data extraction, validation and rule-based filing that is fully embedded in the Microsoft 365 security architecture.
Improving digital filing processes – how it works:
Drop Document Library
- The Drop DokBib is the system's inbox. Emails and documents are ‘dropped’ here manually or automatically. Each new item starts the process of analysis, tagging and filing.
Autofill Columns
- Autofill Columns analyzes document content – such as invoices, contracts or delivery notes – using trained classification models. These recognize structures such as customer numbers, amounts or contract IDs and automatically assign them to the correct columns in SharePoint.
Validation
- AI is not infallible – that is why, in cases of uncertainty or critical documents, a defined workflow requires validation. The document is forwarded to authorized persons for manual review. They can check and supplement data and grant approvals – ‘human in the loop’ including logging.
Sensitivity and Retention Labels
- They ensure targeted protection of content. For example, rules can be defined for retention periods and automatic archiving or deletion after expiry. Protection functions influence, for example, whether documents can be copied or how the documents are used for Copilot.
Custom Models
- Custom models enable more refined classification and targeted control of sensitive content. This allows HR documents (including handwritten ones) or financial files to be treated differently. The models used can be regularly retrained and evaluated. Changes to document structures – e.g. new invoice formats – can be considered through targeted retraining.
Data enrichment via third-party systems
- Essential keys and metadata, such as supplier numbers, often come from third-party systems such as accounting, ERP, etc. Power Automate can be used to establish a connection and automatically add additional metadata such as supplier codes or internal notes based on predefined logic and parameter specifications.
Automated, controlled filing
- Automatic classification status – including rights management, retention periods, versioning and deletion policies. The solution is therefore audit-proof and auditable.
The combination of AI, Automation and clear rule definition creates a fully integrated, scalable process that is particularly suitable for document-intensive areas with compliance requirements. The solution is enabled on multiple clients and can be scaled across locations or departments. Depending on governance requirements, separate classification models can be used for each department or a central set of rules can be applied.
The effect: less effort, more security
Instead of spending 60% of their time on document processing, employees now only need to spend around 10%. At the same time, you benefit from:
- Reduced error rates
- Consistent indexing
- Audit-proof processes
- Retraceable approvals and deletion processes
Integration into existing Microsoft 365 processes allows for rapid implementation. Initial productive use cases, such as invoice filing, are typically ready for use within a few weeks. The ROI is less than 12 months.
Relevant for commercial management, compliance and process owners
The solution is aimed at areas with high document volumes and clear regulatory requirements. Commercial managers, compliance officers and process managers alike benefit from structured, retraceable filing.
Consulting on automated document processing
If searching for documents every day takes more time than processing them, then it’s time to rethink your approach. Whether it’s invoices, contracts or internal approvals: when processes come to a standstill or there is a lack of audit compliance, a quick fix won’t help. We can help you rethink your filing processes.
We will develop a solution that fits your requirements and implement it efficiently with the help of Power Platform and SharePoint Premium
