Automatically analyze and categorize data in SharePoint
Vladi Gubler
Vladi Gubler
May 23, 2024 | Products


Today we are announcing a new and exciting AI-based feature of Ultimate Forms, that will help you make more sense of your data. With the new Analyze function you can generate a list of one or more choice or lookup column values based on input text. You can use it to automatically categorize and tag items coming from your forms, import or any other data entry type.

Based on the target Choice or Lookup column settings, AI automatically generate one or more options to update the column value. And if for example your Choice column allows type-in values, it will also generate a brand new value if it is better fit for your text than all the existing options.

As usual with our functions, it's extremely easy to use! In my demo I will set up an import profile, import emails into a SharePoint list and automatically set the Topic choice field to the most suitable value. But of course, as I mentioned, the function can be used anywhere we allow functions, such as dynamic rules on forms, actions and so on.

  1. Create a new list to import into. Open it in Form Designer by clicking on Design button on the list's toolbar, then on Form Designer.
  2. Add a multiple lines of text column named Body by clicking on New column in the left pane.
  3. Add a choice column named Topic (the column name should be descriptive to improve AI results), then provide suitable options:
  4. Drag and place Title, Body and Topic columns on the form.
  5. Publish the form.
  6. Go back to the main page of Ultimate Forms and click on Import.
  7. Create a new import profile, add a new Action to it:
  8. Note how Topic is mapped to $Analyze function result, passing Body field of the email. $Analyze functions must only be mapped to Choice and Lookup columns, they won't work otherwise.
  9. Save the action and then the profile.
  10. Now I'm sending myself an email with some content that I copied from Wikipedia. It's a scientific article regarding a volcano:
  11. Either run the import profile manually or wait for it to run on the timer (it will run every 15 mins by default).
  12. Check your list, there should be a new entry now with your email data, including the correctly assigned Topic:
  13. Or you can view the whole item in the form:


As you can see, it can't be easier than this! You can leverage this new function to automatically assign, categorize, sort or route your information based on free text and simple choice values. There are many possible scenarios this can be beneficial, for example, support ticket system that automatically forwards the ticket based on the description provided by the user.

Have fun experimenting!


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