When to use Syntex
There are many more opportunities where Syntex can help your organization handle documentation challenges. In this unit, you'll see some real-world organizations who are using Syntex and are willing to share their stories.
Company scenarios
Your organization may benefit from Syntex with all kinds of scenarios. Here, you'll see a few examples of some companies that benefit from the adoption of Syntex by:
- Freeing up routine tasks so users can concentrate on their main role
- Being able to access previously hidden information in PDFs or image files
- Being able to accurately apply retention and sensitivity labels
- Reducing human errors
Maire Tecnimont
As a multinational leading industrial group operating in 45 countries/regions with 50 companies, Maire Tecnimont manages an abundance of engineering projects each year, resulting in millions of documents. In the past, it takes 50 team members an average of eight days to check these documents to ensure they're compliant. Now, Maire Tecnimont streamlines the processes with Microsoft Syntex.
At Maire Tecnimont, employees have used structured document processing models to analyze documents. The models can extract key identifiers such as customer names, project numbers, document numbers, revision, and approvers. In this case, Maire Tecnimont document processors trained structured document processing models to find the customer code, document number, and other pertinent information related to the contract. After a team member uploads documents to their SharePoint library, a Power Automate flow triggers the structured document processing model. The model extracts the key information and then a second Power Automate flow is triggered to enter the extracted attributes into the project register.
With the power of AI available to them, document processors can significantly reduce the time spent on tedious, manual tasks and focus their efforts on adding value to the engineering organization.
Aurecon
As an engineering and professional services firm, Aurecon simplifies document tagging and discovery with Microsoft Syntex. The company implemented the Aurecon Project Information Management Standard (APIMS), which provides the framework for establishing a consistent information base across its organization. The intent of the standard is to provide greater accessibility and reliability around information. To ensure information is accurate, properly applied metadata is key and at the core of how the organization operates. Therefore, all drawings and technical documents need to be correctly tagged for future use.
With Microsoft Syntex, Aurecon is now able to easily meet governance and compliance requirements. The team now simply uploads files to the firm’s SharePoint library. The system will then add the relevant tags to the files. This process allows project teams to use the information in the future, and the time savings from using Microsoft Syntex each day helps employees focus on delivering value to clients.
TaylorMade Golf
Founded in 1979, TaylorMade Golf has established itself not only as a cutting-edge sports gear manufacturer, but also an organization where innovation and improvement aren’t just encouraged but nurtured. One area that the team recognized needed improvement was content management—particularly around patent and trademark information. To be able to manage a plethora of legal documents and sensitive information, TaylorMade’s legal team traditionally spent endless hours manually managing content as it arrived in Outlook. When they received trademark or patent information in their inboxes, legal team members would move the individual documents to their hierarchical system of Outlook folders. This tedious process was inefficient and prone to human error, pushing the company away from its innovation mission.
To get started with Microsoft Syntex, TaylorMade connected with Lighthouse, a Gold competency member of the Microsoft Partner Network. Microsoft Syntex content processing uses AI to recognize repeated fields within documents to properly ingest and tag information, helping ensure that content is properly stored, governed, and searchable for the right team members.
After TaylorMade provided more than 200 patent and trademark documents, Lighthouse analyzed the content to understand which fields were important to ingest. It then trained the Microsoft Syntex models to recognize the fields and apply the proper metadata. With this metadata applied, TaylorMade can now properly classify information and keep it more secure.
With Microsoft Syntex, TaylorMade’s lawyers have more time to deal with legal matters while also ensuring that legal documents are both protected and accessible to the right team members.
Northumbrian Water Ltd
Northumbrian Water Ltd, a UK (United Kingdom) based company, has a vast amount of information on PDF documents. These PDF documents have been difficult to access and therefore monitor and use. To use this information effectively, they're using Syntex to extract key information about assets so they can monitor and maintain those assets more effectively.
In the next unit, let us look at how Syntex helps you to process content, during stages 2, 3, and 4 of a typical content lifecycle.