Microsoft SharePoint Premium in the Real World

JACOB SANFORD leads a team at Slalom that creates Cognitive Services AI solutions for clients. He has almost 25 years’ experience in IT and AI. WOODROW WINDISCHMAN is a consultant at Slalom and helps clients around the world design and deploy information management solutions. DUSTIN WILLARD is a Microsoft MVP and a Global Modern Work Leader at Slalom. He has over 15 years’ experience in the SharePoint and M365 space architecting enterprise solutions. RYAN DENNIS is a consultant at Slalom with deep expertise in intranets, information management, platform architecture, search, and user experience.

Foreword—SharePoint Premium xxi

Introduction xxv

Chapter 1 Artificial Intelligence 1

What AI Is—And What It Is Not 1

Forms of AI 2

Machine Learning 2

Machine Teaching 7

Reinforcement Learning 9

Computer Vision 10

Natural Language Processing 13

Deep Learning 16

Robotics 20

Intelligence in Search of Wisdom 21

Responsible AI 22

In Conclusion 26

Chapter 2 Information Management 27

What’s in This Chapter 27

Introducing Information Management 28

Who Actually Manages Information? 28

Level 0: Default 29

Level 1: Targeted Initiatives 29

Level 2: Organizational Transformation 29

Level 3: Established Program 29

Information Management Vocabulary: More Than “Just” Content 30

Content Life Cycle 31

Conception 32

Creation 32

Publication 32

Consumption 33

Review and Revision 33

Retention and Disposition 33

Metadata: Concentrating Knowledge 34

Intrinsic Metadata 35

Assigned Metadata 35

Setting Reasonable Defaults 36

Information Management in Microsoft 365 36

Content Management with Microsoft Purview 37

Information Protection Labels 38

Data Life Cycle and Records Management 39

Managing Information in SharePoint 40

SharePoint under the Covers 41

Information Architecture in SharePoint 42

Metadata and Content Types 46

Chapter 3 Azure Cognitive Services Landscape 55

What’s in This Chapter 55

What Are Azure Cognitive Services? 56

Why Is an Understanding of Cognitive Services Related to an Understanding of Microsoft SharePoint Premium? 58

What Are the Different Services under the Umbrella of Azure Cognitive Services? 60

Speech Service 60

An Example Application Using Speech Services 63

To Learn More about Speech Services 65

Language Service 66

Speech Translation Service vs. Language Translator Service 67

What about LUIS? Or QnA Maker? 67

Putting It All Together 69

Language Studio 70

To Learn More about Language Services 71

Vision Services 72

Face Detection vs. Face API 74

One Final Note about Face API 76

To Learn More about Vision Services 77

Decision Services 78

Putting It All Together 80

A Word of Warning 81

To Learn More about Decision Services 85

Azure OpenAI Service 86

To Learn More about Azure OpenAI Services 92

Feature Availability 92

In Conclusion 93

Chapter 4 Structured Content Processing 95

What’s in This Chapter 95

What Is Structured Content Processing? 96

Creating Structured Content Processing Models in a Microsoft SharePoint Premium content center 100

Create a Model Using One of the Predefined Model Types 101

Create a Model Using the Structured Model Type (Layout Method) 124

Conclusion 164

Chapter 5 Unstructured Content Processing 165

What’s in This Chapter 165

What Is Unstructured Content Processing? 166

Doesn’t SharePoint Search Find the Metadata? If So, Why Do We Need SharePoint Premium? 168

Creating Unstructured Content Processing Models in a Content Center 169

Import the Sample Library and Model 170

Understanding Extractors 178

Create a Custom Unstructured Content Processing Model 209

Conclusion 253

Chapter 6 Image Processing 255

What Is in This Chapter 255

What Is an Image? 255

Entering the Matrix 256

Image Processing and Information Management 257

Image Tagging 258

Optical Character Recognition 259

OCR in SharePoint Libraries 260

OCR in Microsoft Purview 260

Scoping OCR Features 260

Configuring OCR in Microsoft Purview 261

Configuring OCR and Image Tagging in SharePoint Sites 264

Chapter 7 Content Assembly 267

What’s in This Chapter 267

Getting Started 268

Document Templates 269

Creating a Modern Template 271

Example: Creating a Nondisclosure Agreement Template 274

Step 1: Choose your document template. 274

Step 2: Create a modern template from the NDA template. 274

Step 3: Configure the modern template. 275

Step 4: Test your modern template. 276

Step 5: Start creating documents from the modern template. 277

Example: Creating a Statement of Work Template 278

Step 1: Choose your document template. 278

Step 2: Create a modern template from the SOW template. 280

Step 3: Configure the modern template. 280

Step 4: Test your modern template. 281

Step 5: Start creating records from the modern template. 281

Example: Creating an Invoice Template 282

Step 1: Choose your document template. 282

Step 2: Create a modern template from the SOW template. 283

Step 3: Configure the modern template. 284

Data Sources 284

Step 4: Test your modern template. 286

Step 5: Start creating records from the modern template. 286

Chapter 8 Microsoft Search with SharePoint Premium 289

What’s in This Chapter 290

Getting Started 290

What Is Microsoft Search? 291

Optimizing for Search 291

Administrative Considerations 291

Knowledge Management Considerations 292

User Experience Considerations 292

Customizing the Search Experience 293

Tailoring Search for Easy Findability 293

Acronyms 293

Bookmarks 296

Locations 298

Q&A 299

SharePoint Premium Content Query 302

Using SharePoint Content Query 303

Using Content Query 304

Searching for Custom Metadata Values 305

Bringing It All together 307

Chapter 9 SharePoint Premium Administration Features 309

What’s in This Chapter 309

Information Management at Scale 309

Enabling SharePoint Advanced Management 310

Using SharePoint Advanced Management 311

Data Access Governance Reports 313

Default Sensitivity Labels 316

Site Lifecycle Management 317

Archive and Backup 321

Defining Archive and Backup 321

Why Are Archives and Backups Confused? 321

Microsoft 365 Archive 322

Why Archive? 323

How Archive Storage Relates to Active Storage 323

Using Microsoft 365 Archive 324

Microsoft 365 Backup 327

Why Backup? 327

Chapter 10 Microsoft 365 Assessment Tool 329

Why Use the Microsoft Syntex Assessment Tool? 330

Setting Up the Microsoft Syntex Assessment Tool 330

Running the Microsoft Syntex Assessment Tool and Generating Reports 331

Reports Generated by the Microsoft Syntex Assessment Tool 332

Libraries with Custom Columns 333

Column Usage 334

Libraries with Custom Content Types 335

Content Type Usage 335

Libraries with Retention Labels 336

Library Size 337

File Types 337

Library Modernization Status 338

Prebuilt Model Candidates 339

Syntex Model Usage 339

Assessment Overview 340

CSVs Generated by the Microsoft Syntex Assessment Tool 340

syntexlists.csv 340

syntexfields.csv 342

syntexcontenttypes.csv 342

syntexcontentfields.csv 343

syntexcontenttypeoverview.csv 343

syntexmodelusage.csv 344

sitecollections.csv 345

webs.csv 345

scans.csv 346

properties.csv 347

history.csv 347

Conclusion 347

Chapter 11 Extending Microsoft SharePoint Premium with Power Automate 349

What’s in This Chapter 349

Using Microsoft Syntex Triggers with Power Automate 350

Using Microsoft Syntex Actions with Power Automate 351

Getting Started 352

Example: Send an Email after Microsoft Syntex Processes a File 353

Step 1: Sign into Flow Connectors 354

Step 2: Configure Your Flow Template 355

Step 3: Test Your Flow Template 356

Example: Use Power Automate to Generate a Document Using Microsoft Syntex 358

Step 1: Establish Your Lists and Libraries 358

Step 2: Create Your Flow Template 359

Step 3: Configure Your Flow Template 360

Add a Condition Action 360

Add a “Generate Document Using Microsoft Syntex” Action 360

Add Another “Condition” Action 361

Add an “Update item” Action 362

Add a “Send an Email (V2)” Action 363

Step 4: Test Your Flow Template 363

Appendix A Preparing to Learn Microsoft SharePoint Premium 365

Creating a Sandbox Tenant 365

Creating the Microsoft 365 E5 Tenant 366

Create a Base Trial Subscription 366

Add a Microsoft 365 E5 Subscription 371

Adding an Azure Subscription 374

Configuring a Syntex Content Center 379

Appendix B The Next Big Thing(s) 381

What’s in this Appendix 381

Autofill Columns 382

Content Governance 382

Copilot 382

Plug-Ins for Copilot 383

Document Experiences 383

Agreements in Teams 383

Document Library Templates 383

eSignature 384

Translation 384

Workflow Migration 385

Conclusion 385

Index 387