How to use AI Builder with Power Automate to extract metadata from a form
Science & Technology
Introduction
In this article, we will explore how to utilize AI Builder, integrated with Power Automate, to effectively extract metadata from purchase orders stored in a SharePoint document library. This process streamlines handling documents and automates key actions based on the extracted data.
Step 1: Create a Document Library in SharePoint
To begin, navigate to your SharePoint site and create a new document library dedicated to storing purchase orders. This organization ensures that your documents are properly categorized and easily accessible.
Step 2: Access AI Builder
With the document library set up, you will notice a new option in the ribbon titled "AI Builder." Clicking on this option will direct you to the forms processing capability that is now part of Power Automate.
Step 3: Create the AI Model
In AI Builder, proceed to create a new form processing model for your purchase orders. For this, you will need to gather a set of sample purchase order documents. It's crucial that these documents maintain a consistent layout, ideally between five to ten examples.
Once you have your samples, upload them to AI Builder. The system will automatically suggest key fields that you might want to extract from the purchase orders, such as the vendor’s name, address, and order date.
You can selectively choose which fields to include in your model. After finalizing your selections, proceed to train the model. This process may take some time—anywhere from several hours to a day.
Step 4: Testing and Publishing the AI Model
Once the training is complete, you will have a functional model that can be tested. If satisfactory, you can publish the model, making it available for use.
Step 5: Create a Flow in Power Automate
Next, create a flow in Power Automate that dictates how to process files when they are uploaded to your document library. Thankfully, there is a pre-built template for this flow that you can customize based on your specific needs and conditions.
Step 6: Upload Documents and Automate Metadata Extraction
With your flow and AI model ready, you can now upload your documents to the library. The system will automatically extract the specified fields from each uploaded document, setting them as metadata within the library.
Why is This Important?
The automation capabilities provided by AI Builder and Power Automate open numerous possibilities. For example, you can set up retention labels depending on the contract amount—applying different retention periods for contracts below and above a certain threshold.
Moreover, by utilizing the vendor address extracted from the purchase order, you can streamline payment processes, integrating this information with your payment system to ensure accurate and timely issuance of payments without the need for manual inputs.
In conclusion, by leveraging AI Builder in conjunction with Power Automate, organizations can significantly enhance their document management processes, leading to improved efficiency and accuracy.
Keywords
- AI Builder
- Power Automate
- Document Library
- Metadata Extraction
- Forms Processing
- Purchase Orders
- Automation
FAQ
Q: What is AI Builder?
A: AI Builder is a feature that allows users to integrate AI capabilities into their applications, specifically for processing forms and extracting data.
Q: What types of documents can I process with AI Builder?
A: AI Builder works best with documents that share a consistent layout, such as invoices, purchase orders, and other forms.
Q: How long does it take to train an AI model?
A: Training an AI model can take anywhere from several hours to a full day, depending on the complexity and amount of data.
Q: What can I do with the extracted metadata?
A: Extracted metadata can be used to automate processes such as applying retention labels or integrating with payment systems for streamlined transactions.
Q: Is prior experience with Power Automate required?
A: While familiarity can be beneficial, Power Automate offers templates and a user-friendly interface to guide users in creating flows.
