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How AI-generated Images Like DALL-E2 Could Change Construction

Reviews |

As most of you know, AI is not only the buzzword of the day but is particularly interesting because it will also be a big part of Microsoft 365 and Bing. Being a Microsoft solutions provider for the construction industry, Lydon Solutions is always looking at future tech and how we can leverage new technology to deliver the best value to our clients. In this article, we’ll touch on how DALL-E works, where this could be valuable in construction, and some results from our own experiences with DALL-E2. Read on to find out more.

What is DALL-E2?

In late 2022, Microsoft announced it was integrating DALL-E2 into the new Microsoft 365 Designer application and Bing Image Creator Tool. While neither tool is available to test yet, OpenAI provides the DALL-E2 beta for trials. You can sign up here and try it out: DALL·E 2 (openai.com)

New Microsoft 365 Designer DALL-E2 AI image creator

It’s essential to be familiar with how DALL-E2 works to understand the types of results and potential applications. OpenAI, the same developers of ChatGPT, built DALL-E2. It uses natural language to generate digital images. OpenAI trained DALL-E2 to learn the relationship between images and the text used to describe them. It uses a process called “diffusion,” which starts with a pattern of random dots and gradually alters that pattern towards an image when it recognizes specific aspects of that image. DALL-E2 can generate original images from text prompts and expand or edit existing images.

Examples of DALL-E2’s capabilities

To show you how it works, we did a couple of queries where we typed the following sentences:

Example 1

Text prompt: “illustration of construction people in a meeting in an office with computers.”

Example 2

We then asked a client on a call to think of a completely random image they would want to see, and we typed it in as a prompt.

Text prompt: “Dog platter bananas at daycare.”

Crazy right?!?

These results are pretty impressive, but you can see that DALL-E struggles with photorealistic organic objects. In fact, human faces and bodies can look pretty creepy. We must remember this is only the second version so I can see this improving as time passes.

Ok, so how would I use this with construction?

It’s always fun to imagine how new technology could change an industry like construction. For starters, here are some of the many construction applications where this technology would be a benefit:

  • Design renderings. You could create renderings of a construction design using BIM images, locations, angles, lighting, etc. The complete process could take minutes instead of days.
  • Marketing and proposal images. Coming up with marketing designs from scratch can be a challenge. You could have custom material generated in seconds by entering a few descriptions.
  • Image editing. On any construction project, many images taken might require editing in a program like Photoshop. DALL-E2 could do this for you without you having to learn Photoshop.
  • Image comprehension. This one might be a bit of a stretch and would most likely require a ton of AI learning, but think about the ability to have photos of assets taken by a drone, like that of a transmission tower, and using this technology to understand everything in the image including any defects. If the system could analyze the image data and automatically collect and assimilate rework and repairs into a punch list report emailed to a project team, you could have a completely autonomous inspection solution. An automated AI system of this kind could revolutionize construction inspections entirely. Not a bad business idea 😊

In summary, DALL-E2 is a groundbreaking AI image technology that will make its way into your everyday workstream and will be available in Microsoft 365 soon. Now is probably the right time to discuss the pros and cons of using this technology within the construction community.

Lydon Solutions will continue doing its part to understand and share our knowledge of these new technologies affecting Microsoft 365. We hope these articles help you imagine what’s possible and how to use these technologies on your projects. If you need help with Microsoft 365 for your projects or a turnkey construction management solution like Construction Viz, you can reach out for a free one-hour consultation here.

The Great Metadata Convergence with Microsoft Teams, SharePoint, and OneDrive

How-To |

Microsoft is unifying metadata handling between Teams, SharePoint, and OneDrive. Here is what you need to know.

What is metadata?

First, let’s start with a definition. Metadata is “data that provides information about other data.” In the case of SharePoint, metadata can include using the term store or adding unique columns to lists and libraries. The advantage of metadata over folders is that you gain more robust search and reporting capabilities.

What’s the issue with folders?

Organizing by folders is popular because it builds on the familiar. File folders are similar to how we store paper documents in file cabinets. Folders also mirror a standard shared drive. So, users find this approach intuitive and easy.

Metadata_1

One downside of folders is upkeep. Documents have to be moved from one folder to another to be re-classified. The organization scheme of several levels of folders can be confusing. Documents can get misfiled in incorrect or redundant folders over time.

Here’s an article that further explains the topic - 3 Ways to Organize Your Documents in SharePoint - Lydon Solutions

How does metadata currently work with Teams, OneDrive, and SharePoint?

Microsoft Teams, OneDrive, and SharePoint are three applications in Microsoft 365 where you can effectively manage documents. Until recently, each application has its strengths and weaknesses regarding file organization:

  • The Teams application is great for collaborating and has a files tab in a channel where you can upload files into folders. However, you could not add metadata.
  • OneDrive has a local client that allows for working with files offline. It is also easy to use and navigate since it has an explorer-like view that we all know from a PC, but it also lacks metadata.
  • SharePoint is an enterprise content management system (ECMS) that provides the ultimate flexibility to use metadata and folders for lists and document libraries.

What has changed with metadata in Teams, OneDrive, and SharePoint?

With this recent Microsoft 365 update, Teams, OneDrive, and SharePoint can share metadata, not just folders. If I add columns in the files tab of a Teams channel, those columns will appear in SharePoint and OneDrive. If I add columns in the SharePoint Documents library, they will be available in Teams and OneDrive. At this point, you cannot add columns (metadata) in OneDrive, but you can view them. Also, you can now create views in Teams using metadata linked to SharePoint, keeping both systems in sync. Let’s get into why this update is important.

Teams adding columns to a files tab for a channel
SharePoint adding columns in the Documents library
OneDrive viewing columns from a Documents library

What’s the big deal with this metadata change?

Metadata is critical to organizing files more consistently. Until now, metadata was only useful in SharePoint since you couldn’t add or view it in Teams or OneDrive. This update keeps all three applications in sync with both folders and metadata when you use the Documents library. You are not restricted to just using folders!

Also, you don’t need to manually sync the Documents library across Teams, OneDrive, and SharePoint for this to work; Microsoft does this for you automatically. If you check out one of our recent posts, Microsoft 365 OneDrive and Teams for Your Construction PMIS (lydonsolutions.com), you will see how Microsoft has done this behind the scenes.

Great news, but there is a catch

Unfortunately, you currently cannot see the metadata if you are using the mobile apps for SharePoint, Teams, and OneDrive.

Also, this metadata feature is related to the SharePoint Documents library created when you create a new Team. To use other SharePoint libraries to manage metadata, you must manually link to that SharePoint site from Teams or OneDrive.

Take away

In summary, by making metadata available across Teams, OneDrive, and SharePoint, Microsoft has brought all three applications closer together for document management with fewer trade-offs. So, deciding where you want to manage your project documents is not an either-or application decision. You could start in Teams and use SharePoint or OneDrive at a later date based on the use case without having to give up search and reporting.

Microsoft 365 is a powerful platform for managing all aspects of your business and operations. Due to its scale and breadth, it can be a little intimidating. You can reach out to Lydon solutions for a free one-hour consultation where we can help you on the right path for your organization.

What Value Does Microsoft 365 Bring to an Organization? (According to ChatGPT)

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Microsoft 365 has a lot of value to offer both individuals and businesses. Some of the key benefits of using the suite include:

  • Increased Productivity: The tools within Microsoft 365, such as Word, Excel, PowerPoint, and Outlook, are designed to help users be more efficient and productive in their daily tasks. The ability to collaborate and share files in real-time with OneDrive and SharePoint make teamwork and document management effortless.
  • Flexibility and Accessibility: Microsoft 365 allows you to access your documents and files from anywhere, at any time, using any device. This makes it an ideal solution for remote work, as well as for businesses with employees in different locations.
  • Security and Compliance: Microsoft 365 includes built-in security features to protect your data, as well as compliance with industry standards. You can trust that your data is protected and can be compliant with regulations and standards.
  • Cost-effective: Subscribing to Microsoft 365 can be more cost-effective than purchasing individual licenses for each of the applications in the suite. Microsoft 365 subscription also include updates and upgrades to the software automatically, you will always have access to the latest features and tools
  • Better Communication and Collaboration: The communication and collaboration features of Microsoft Teams and SharePoint make it easier for teams to stay connected, share information, and work together on projects. This improves productivity and can help teams to work more efficiently.
  • Improved Data Management: With the use of SharePoint and OneDrive, it is easy to organize and manage files, shared content, and team sites. It also makes it easy to find and share files, track changes and maintain version history.

Overall, Microsoft 365 is an essential tool for anyone looking to increase productivity, stay organized, and improve collaboration. It offers a comprehensive set of features that can help businesses and individuals to be more efficient, effective, and secure. It's subscription-based pricing makes it accessible to small and large businesses alike.

— Post was written by ChatGPT

Microsoft 365 OneDrive and Teams for Your Construction PMIS

How-To |

A recent Microsoft 365 roadmap feature (ID #88912) could allow you to manage construction projects using only two Microsoft 365 applications. Check out this article to find out more.

Microsoft Teams is the company’s communication platform and information hub, and Microsoft is integrating all of its applications into it to make the application a one-stop shop. OneDrive is Microsoft’s “file share” solution. OneDrive is more of a windows explorer in the cloud where you can save files into folders and even take files offline without an internet connection.

Microsoft’s 365 roadmap feature 88912- OneDrive: Easily navigate to all your Teams files from OneDrive provides a huge benefit to file storage, essentially connecting OneDrive to your Teams files which are in turn connected to SharePoint document libraries.

In OneDrive mobile, you can see Teams that you have access to under Libraries
In OneDrive mobile, you can see Teams that you have access to under Libraries
In OneDrive Online, you can see Teams you have access to under Quick access/Recent and More places.

This recent feature is special because Microsoft has seamlessly integrated OneDrive with SharePoint behind the scenes. Creating a new team in the Teams application adds an associated SharePoint site to store your Teams files by default. Think of SharePoint as your database for Teams. Before Microsoft implemented this new feature, you had to connect OneDrive to the Teams-specific document library in SharePoint manually.

With this new integration between Teams, SharePoint, and OneDrive, you can forgo having to link OneDrive to a SharePoint document library manually; Microsoft does this automatically for you. This makes file storage locations consistent between Teams, SharePoint, and OneDrive.

Integration between Teams and OneDrive is excellent for construction projects

If you use Microsoft Office documents and PDFs as your primary data, you could deliver a project management information system (PMIS) by solely using only Teams and OneDrive:

  • You can use Teams to manage project team communication for office and field workers since Teams is available for desktop, online, and mobile.
  • Field workers could use the mobile OneDrive app if they need to go offline without an internet connection to view and add documents to the same Team locations that the rest of the teams use.
  • All your project files will reside in the same place in Teams and OneDrive (and SharePoint).

The above is a simple two-system solution that could get you up and running for your project in no time. Ultimately, you have one location for files which is a huge benefit for project teams.

From here, you could expand Teams to introduce forms, workflows, and reports using the Power Platform. You could also introduce SharePoint for more of an intranet-like experience and more document control.

While Microsoft 365 is an amazing platform for managing information for your projects, it can be a little overwhelming. Lydon Solutions is here to help. You can request a free one-hour consultation to get you on the right track.

What Microsoft 365 @mentions Mean for Construction Communications

How-To |

@Mentions are frequently used on social media platforms to share content. You can type @ and select a username from a list of available users to notify them of your post. Mentions provide an efficient way to identify a user while writing so that you don't have to jump into another application, such as email, to notify them. Mentions are heavily used in most social media platforms, and rightly so, for their ease of use.

As with many social media innovations, @mentions have made their way to Microsoft 365. Read on to find out what mentions can do in Microsoft 365 for construction projects and where Microsoft might take this feature.

How @mentions work in Microsoft 365

Microsoft has added @mentions across Teams and Outlook, Excel, PowerPoint, and Word. You can even add mentions to SharePoint lists and libraries. While this is great news for Microsoft 365 users, there are some differences and disconnects with mentions between Teams and the rest of the Microsoft 365 applications.

How mentions work in Teams

Teams is a modern application in Microsoft 365, so Microsoft seamlessly integrated @mentions across the application. You can mention a team member in a chat, and a notification will show in their activity feed. In the same chat, you can even use a mention to call on a bot which could add in an application or a workflow if needed.

Mentions_1

You can mention a channel member, team, or channel in a channel post, which is handy if you want to notify everyone in a team or channel.

Mentions_2

Unfortunately, mentions in Teams do not integrate with mentions in Excel, Word, PowerPoint, Outlook, and even SharePoint. Mentions are their own communication island in Teams unless you incorporate a custom Power Automate workflow or the Graph API to send mentions into Teams from the office apps.

How mentions work in Excel, Word, PowerPoint,Outlook, and SharePoint

To add a mention to Outlook just type @ and select the team member.

Mentions_3

To add a mention to Excel, Word, or PowerPoint files online, click the comments button to insert an @mention into the document.

Mentions_4

You can add mentions to SharePoint list and document library records by editing a record and scrolling down to the More Details section of the fly out panel:

Mentions_5

Mentions made in  Excel, Word, PowerPoint, Outlook, and SharePoint will show in the notifications bell of the person assigned for both the online and desktop versions of Outlook.

Mentions_6
Mentions_7

Once again, these mentions do not link to the mentions in Teams.

For more information, refer to these Microsoft support articles:

What could be Microsoft's plan for mentions?

Email is still the preferred method of communication. With Teams, users can minimize emails by using chat with mentions. At some point, Microsoft could bridge the gap across all its Microsoft 365 applications so they can use a universal @mentions feature to notify users. An integrated @mentions approach could centralize the communication stream so that if I create a Teams chat, Microsoft 365 automatically sends off email notifications from Outlook. Or, if I was in Outlook, I could mention a person in an email, and that email would then show in a chat, team, or channel. No more bouncing around between mentions in Teams and the rest of Microsoft 365. No more trying to decide if I should use Teams or Outlook.

So how can mentions help me with construction communication?

As discussed above, mentions are still a fragmented solution across Microsoft 365, but @mentions can still be part of your communications strategy, depending on the stakeholders. For internal correspondence, you could use Teams chats and posts. For external communications, you could continue to use Outlook email. Also, until Microsoft delivers a mentions solution across Microsoft 365, you can leverage a Power Automate workflow to capture project-specific external emails and store them into teams and channel chats by referencing the mentions in the workflow.

Finally, if your team actively collaborates in Excel, Word,  PowerPoint, and SharePoint online, you might find it valuable to take advantage of @mentions to alert users when they are assigned to review an entry or a file. Check out this article for more information:  New Notifications pane in Outlook helps you stay on task (office.com).

Learn how to use Microsoft 365 to manage your construction projects

If you need help implementing Microsoft 365 for your construction organization or you are just looking to implement a communication solution, you can request a free one-hour consultation with our Microsoft 365 specialists here.

If a turnkey Microsoft 365 construction PMIS solution might be a better fit, you can request a demo of Construction Viz here. Also, you can subscribe to our monthly newsletter to keep up with the latest Microsoft 365 news, tips and tricks, and Construction Viz; you can do so in the footer below.

How to use Microsoft Teams Updates for Construction

Microsoft News |

Microsoft has released a new Teams app called Updates. The Updates app allows you to create update requests for your teams or individuals and allow recipients to submit their response for review.

The Updates app is an interesting approach to issuing and receiving status requests for your team members from within Teams. If you want quick status updates in a questionnaire-type format, the Updates app might be a great tool to consider. Read on to find out more.

Setting up the Updates app for Microsoft Teams

Here is a quick walkthrough on setting up the Updates app.

Requirements to get started
Before you begin, you will need to have the following in place:

  • A Microsoft Dataverse If you don't have permission to create one yourself, you will need to request this from your IT team or tenant admin.
  • A Power Automate, Microsoft 365 E/M, or Dynamics license.
  • A license for Microsoft Forms.
  • An administration role in the environment.

Adding the Updates app
To add the Updates app, click on the three dots in the lefthand navigation area of Teams (it says "More added apps" when you hover) and search for Updates. You can then pin the app so you can quickly get to it in the future.

You can also create or assign an Update from within a chat by clicking the three dots (Messaging Extensions) and then searching for and selecting the Updates app.

Configuring the app
When creating an Update, you have several options. You can use an existing template, such as a weekly update or a facility inspection, or select "Start from Blank" to create a template.

If you "Start from Blank," there are three settings you can adjust:

  • Basic settings – This is where you can name the template and enable it.
  • Form design – This is where you create the questionnaire. If you are familiar with Microsoft Forms, you will see that it's pretty much the same interface with the same options.
  • Workflow settings – This is where you create the workflow of who will respond to the Update (submitters), who will be able to review responses (viewers), and what frequency the flow will run.

Submitting an update
Once an Updates template is created and saved, based on the due date of your flow, team members will receive a notification under their activity feed in Teams. Submitters can then respond in mobile and desktop versions of Teams which is handy for front-line workers.

Reviewing responses
If someone assigns you as a viewer in the update, you will have access to an Updates dashboard that provides the status of any updates you have scheduled, issued, or received. You can review all of the responses from the viewers as they arrive and view the entire series of responses in one view.

Where is this data being saved?
The Updates app stores all its data in Microsoft's Dataverse in Microsoft 365. The Dataverse has many benefits, such as deep integration with Microsoft's cloud services (Azure, Dynamics 365, and Microsoft 365) and access to many connectors in Power Automate and Azure Logic Apps. Also, since Updates uses Forms to build questionnaires, all your Updates forms will show in Microsoft Forms in a read-only view.

Our overall takeaway on using the Updates app for construction

The Updates app has potential as a one-off status update solution for Microsoft Teams.

The questionnaire or survey will need to be simple and only require a one-step workflow for it to be viable for something like a construction daily progress report. If you are not collecting a lot of data from your submitters and are heavily ingrained in using Teams to manage projects, I recommend checking it out.

For more complex scenarios, you may be better off looking at a combination of Power Apps and Power Automate to give you flexibility for your form and workflow logic.

The Good

  • Prebuilt templates are available, and you can create your own.
  • You can add the Updates app to Teams chats.
  • The Updates app has a simple but effective workflow to collect responses and even schedule reoccurring requests.
  • The app's dashboard provides an easy way to manage responses.

The Bad

  • It's an app specifically for status updates which makes it a one-off tool in Teams.
  • It uses Microsoft Forms which is somewhat limited in functionality; if it were possible to connect to Power Apps, you would have much more options to build out forms.
  • The Updates app offers limited configuration options, such as creating custom views, exporting to Excel, and printing to Power BI.
  • Users cannot edit their responses after submission.
  • No customization capability.

Learn how to use Microsoft 365 to manage your construction projects

If you need help setting up Microsoft 365 to manage your construction projects, you can check out this three-part blog article series or contact us directly for a free consultation.