ChatGPT and SharePoint: The Top 5 Ways ChatGPT Can Improve Your SharePoint Workflow

By SP Doctor in Articles, ChatGPT, Technology on February 22, 2023August 21, 2023

ChatGPT and SharePoint: These days ChatGPT (Chat Generative Pre-trained Transformer) is the hot trends in the tech markets. In this article, we will learn that what are top 5 ways ChatGPT can improve your SharePoint workflow.

Table of Contents

What is ChatGPT?

An AI-driven language model called ChatGPT was created by OpenAI. “ChatGPT” stands for “Chat Generative Pre-trained Transformer.” It generates human-like replies to natural language cues using deep learning algorithms. ChatGPT can comprehend and produce answers to a wide range of subjects and inquiries since it has been trained on a vast quantity of text data. It is a potent tool for a range of applications, including chatbots, customer service, content production, and more.

Why do we need ChatGPT in SharePoint?

Are you tired of using the same old SharePoint UI and constantly running into issues with process simplification and improving team communication? Look no further than ChatGPT, the OpenAI-powered language model, to change your SharePoint experience.

In this article, we’ll examine the top 5 ways ChatGPT may change your SharePoint workflow, including automating repetitive processes, optimizing project management, strengthening communication and collaboration, analyzing data for improved decision-making, and enhancing security and compliance. So let’s get started and discover how ChatGPT can up your SharePoint game.

How does ChatGPT can improve your SharePoint workflow?

In many ways, we can boost SharePoint productivity with the help of ChatGPT. In this section, we will learn the top 5 ways that ChatGPT can improve your SharePoint workflow:

Automating routine tasks:

Natural language processing tools from ChatGPT can be used to handle many of the time-consuming, repetitive tasks that frequently cause SharePoint output to suffer. The generation and dissemination of reports, the creation of new files and documents, as well as other managerial tasks that would otherwise require time and resources, can all be automated with ChatGPT, for example.

Improving communication and collaboration:

Regardless of a team member’s location or time zone, ChatGPT may aid in improved communication and cooperation. You may send messages, share files, and collaborate on projects in real-time using ChatGPT. Moreover, you can utilize ChatGPT to set up automatic notifications and alerts to keep everyone informed and guarantee that important tasks are finished on schedule.

Enhancing project management:

Also, ChatGPT can assist in streamlining the SharePoint project management procedure. Task creation and assignment, deadline and reminder setting, and real-time progress monitoring are all possible with ChatGPT. In addition, ChatGPT may assist with job identification and prioritization, automated scheduling, and resource allocation optimization.

Analyzing data for better decision-making:

By utilizing ChatGPT, you can use artificial intelligence to analyze and display your SharePoint data and produce insights that can help you make decisions. You may use ChatGPT to generate predictions based on previous data, spot anomalies and outliers, and spot trends and patterns. You may make better informed judgements and take action with greater assurance with ChatGPT’s data analysis capabilities.

Boosting security and compliance:

Your SharePoint environment’s security and compliance may be enhanced with the aid of ChatGPT. Your SharePoint system may be monitored by ChatGPT for potential security holes or regulatory infractions, and you will be informed in real time. Moreover, ChatGPT can be used to create compliance reports, automate security audits, and make sure your SharePoint system is kept up to date with the most recent security patches and upgrades.

You can alter your SharePoint workflow and enhance productivity, efficiency, and cooperation throughout your business by utilizing ChatGPT’s powerful features. ChatGPT provides the tools and skills to help you reach your goals, whether you’re wanting to automate repetitive operations, improve project management, or increase communication and collaboration.

Create Power Automate flow using ChatGPT AI

Using ChatGPT AI, we can create Power Automate as well, but this product is now in preview mode (February 2023), where we just need to explain the need for the flow, and then automatically, AI will create the flow for you. Let’s get started. How does this work?

Describe it to design it Power Automate

Click on the “New Flow” drop-down selection.

At the bottom, we can see the new flow creation option, “Describe it to design it (preview)”. This is the ChatGPT AI-based flow creation method Microsoft has introduced; now (February 2023), this feature is in preview mode, and Microsoft is working on it.

Notes:

As of today (February 2023), the environment must be in the United States or Europe region; otherwise, the above AI-based flow creation feature will not be shown. It will be available in all regions of the environment in the future.
If you don’t have an environment with the USA or Europe region, you can create a new one to play around with this feature; refer to this article on how to create a new environment in Power Platform.

Demo: Create Power Automate using ChatGPT AI

Creating flow using the ChatGPT AI is a three-step process.

Describe it to design it (preview):

First, we need to select the flow creation option as “Describe it to design it (preview)”.

The flow creation parameters will then be obtained.

Here, we can either describe the flow for what purpose we are creating it—what will this flow do?Or, we can select from the predefined template or example (there are lots of templates and examples).

I have chosen the first option, where I just typed “When a new item is created in SharePoint, send me an email,” and then got the below suggested flow trigger.

Note:

While typing the description of the flow, we will get to see automatic suggestions as well, like in Google search.

Click on the “Next” button.

Review your connected apps and services:

Then, we will see the “Review your connected apps and services” screen.

Click on the “Next” button.

Finalize the flow (optional):

In this configuration, we need to pass the site URL, list name, and other parameters. These configurations are optional, as we can configure them after creating the flow as well.

Finally, click the “Create flow” button, and your flow will be created successfully, as shown below:

Create Power Automate flow using ChatGPT AI demo

We used a sample use case in the above demo, but we can create any complex flow using the ChatGPT AI, so we can say that ChatGPT is not a job killer, but rather a useful tool for your work that will increase your productivity.

Summary: ChatGPT and SharePoint

We look at five various ways that ChatGPT, a language model driven by AI, may enhance your SharePoint process in this blog article. Secondly, ChatGPT can automate repetitive operations like producing reports and new papers, which may decrease mistakes and save time. Second, by offering real-time chat, file sharing, and alerts, it may improve cooperation and communication by keeping everyone in the loop.

Finally, by generating and assigning tasks, establishing deadlines, and monitoring development in real-time, ChatGPT may enhance project management. Fourthly, by spotting trends and patterns, spotting anomalies, and generating predictions based on past data, it may aid in data analysis. As a last measure, it may enhance security and compliance by keeping an eye on SharePoint for potential security flaws and compliance violations and generating automatic security audits and compliance reports. Organizations may enhance their SharePoint workflow, productivity, efficiency, and collaboration by utilizing ChatGPT’s features.

FAQs: Popular questions and answers on ChatGPT and SharePoint integration

In the below section, we will discuss the popular questions and answers asked about ChatGPT and SharePoint integration.

ChatGPT increases SharePoint productivity?

Definitely, using ChatGPT helps increase SharePoint productivity. ChatGPT, an AI-powered language model, may assist in automating repetitive operations like drafting and organizing papers and reports, which will save time and effort. No matter where team members are situated, ChatGPT can also offer real-time messaging and collaboration features that can improve communication and teamwork.

By establishing deadlines, allocating tasks, and monitoring development in real time, it may help enhance project management. Moreover, ChatGPT’s analysis of SharePoint data enables users to see trends, patterns, and anomalies, empowering them to take better educated decisions and do so with greater assurance. In general, ChatGPT adoption may assist firms in streamlining their operations, lowering mistakes, and increasing productivity, all of which improve business outcomes.

Can ChatGPT impact the SharePoint job market (impact of chatbot on jobs)?

There are no direct yes or no answers, but there are chances that the ChatGPT will impact not only the SharePoint job market but any technical jobs as well.

We can share some information about the patterns and elements that might affect the SharePoint job market.

SharePoint is a well-known platform for teamwork and document administration that is extensively used in numerous businesses worldwide. Over the past few years, the employment market for SharePoint specialists has remained largely stable, with demand for developers, consultants, managers, and architects staying strong. However, a number of variables, including the state of the economy, technological advancements, and changing company requirements, constantly affect the job market, not only for SharePoint but for any technical job.
A shift towards cloud-based solutions and SharePoint Online in recent years has increased the demand for SharePoint specialists with experience in cloud-based SharePoint solutions. This pattern is likely to persist, which may have an effect on the demand for SharePoint experts with on-premises SharePoint implementation expertise.
Along with technical proficiency, employers look for SharePoint specialists with strong teamwork and communication abilities. As online work becomes more prevalent, it is becoming more and more important for SharePoint professionals to be able to communicate effectively with others in a virtual environment.

Overall, the employment market for SharePoint experts is anticipated to be healthy, but to stay competitive, professionals must stay up to date on market trends and advancements.

How can we use ChatGPT in SharePoint Online?

There are different ways you can integrate ChatGPT with SharePoint Online, depending on the type of functionality you want to achieve. Here are a few examples:

Add a ChatGPT-powered chatbot to your SharePoint site: You can integrate a chatbot that uses ChatGPT as its natural language processing engine to your SharePoint site. This chatbot can help your users find information, answer questions, and perform tasks within your intranet. You can use tools like Microsoft Power Virtual Agents to create and manage your chatbot and integrate it with SharePoint.

Use ChatGPT for content recommendations: You can use ChatGPT to analyze the content on your SharePoint site and provide personalized content recommendations to your users. This can help improve user engagement and drive adoption of your intranet. You can use tools like Microsoft Power Automate and Microsoft Power Apps to build custom workflows and apps that leverage ChatGPT’s natural language processing capabilities.

Use ChatGPT for document search: You can use ChatGPT to enhance the search capabilities of your SharePoint site, allowing users to find documents and information more easily. ChatGPT can help users refine their search queries and provide more accurate results based on natural language processing. You can use Microsoft Search to add ChatGPT-powered search capabilities to your SharePoint site.

Overall, there are many ways you can use ChatGPT to enhance the functionality of your SharePoint site and improve the user experience for your intranet users. The best approach will depend on your specific goals and requirements, as well as the resources and expertise available to you.

How can ChatGPT help SharePoint users manage their content better?

ChatGPT can help SharePoint users manage their content better in several ways, including:

Content Discovery: ChatGPT can assist users in discovering relevant content by understanding their queries and providing accurate and personalized results. By using natural language processing, ChatGPT can understand the context of users’ queries and provide more relevant and targeted search results, making it easier for users to find the content they need.
Content Recommendations: ChatGPT can analyze the content on your SharePoint site and provide personalized content recommendations to users based on their interests and behavior. This can help users discover new content they might not have otherwise found, and encourage them to engage more with your intranet.
Content Classification: ChatGPT can also help SharePoint users manage their content by automatically classifying it based on its topic, type, and other attributes. This can make it easier for users to find and organize their content, and enable better search and filtering capabilities.
Content Creation: ChatGPT can assist users in creating content by providing suggestions for topics, titles, and summaries based on their inputs. This can help users create more effective and engaging content that resonates with their audience.
Content Translation: ChatGPT can help users translate their content into different languages, making it easier to reach a wider audience and facilitate collaboration across different regions and teams.

By leveraging ChatGPT’s natural language processing capabilities, SharePoint users can manage their content more efficiently, making it easier to find, organize, and create content that meets their business needs.

Can ChatGPT upload files to SharePoint Online?

ChatGPT does not have the capability to directly upload files to SharePoint Online as ChatGPT is an AI language model. However, you can use ChatGPT to create a custom chatbot that can help users upload files to SharePoint Online more efficiently.

To create a chatbot that can upload files to SharePoint Online, you will need to follow these steps:

Use a chatbot development platform: You can use a chatbot development platform like Microsoft Power Virtual Agents to create your chatbot. These platforms provide tools and templates that can make it easier to create and deploy chatbots.
Connect to SharePoint Online API: Your chatbot needs to connect to the SharePoint Online API to be able to upload files. You can use SharePoint’s REST API or Microsoft Graph API to upload files to SharePoint Online. You will need to authenticate your chatbot to access the API.
Collect file information: Your chatbot needs to collect information about the file that the user wants to upload, such as the file name, description, and location. You can use prompts to ask the user for this information.
Upload the file: Once you have collected the required information, your chatbot can use the SharePoint Online API to upload the file to the desired location in SharePoint Online.
Notify the user: Once the file has been uploaded successfully, your chatbot can notify the user and provide a link to the file for easy access.

By following these steps, you can create a ChatGPT-powered chatbot that allows users to upload files to SharePoint Online more efficiently and conveniently.

How can ChatGPT process the document metadata in SharePoint Online?

ChatGPT can process the document metadata in SharePoint Online by using natural language processing (NLP) techniques. NLP allows ChatGPT to understand the content of documents and extract relevant metadata, such as the document title, author, and keywords.

Here are some ways ChatGPT can process document metadata in SharePoint Online:

Automatic Metadata Extraction: ChatGPT can automatically extract metadata from documents uploaded to SharePoint Online. This can include extracting the document title, author, date created, and other relevant information.
Natural Language Search: ChatGPT can use natural language search to help users find documents based on their metadata. For example, a user could say “find all documents by John Smith” and ChatGPT could search for all documents authored by John Smith.
Metadata Tagging: ChatGPT can tag documents with relevant metadata based on the content of the document. For example, if a document contains information about a specific project, ChatGPT could tag the document with the project name or other relevant keywords.
Metadata Validation: ChatGPT can validate the metadata of documents uploaded to SharePoint Online to ensure they are accurate and consistent. For example, if a document is tagged with the wrong author, ChatGPT could alert the user to correct the metadata.

By using NLP techniques, ChatGPT can process document metadata in SharePoint Online more efficiently and accurately, making it easier for users to find and manage their documents.

Best ChatGPT alternatives in 2023

While there is a lot of fuss in the market about ChatGPT these days, ChatGPT is not the only way to drive your business process. There are many other AI-based tools that will be available as ChatGPT alternatives in 2023, which you may try.

The following is a list of the top 17 plus AI-based tools that can be used instead of ChatGPT:

ChatGPT and SharePoint: The Top 5 Ways ChatGPT Can Improve Your SharePoint Workflow

What is ChatGPT?

Why do we need ChatGPT in SharePoint?