Lydon Solutions

Construction Project Management Software Solutions

microsoft 365

AI Invoice Processing Solution for Microsoft 365

AI Solutions |

Lydon Solutions is actively developing AI models to help construction project teams be more efficient. Our goal is to use AI to solve real-life construction problems using our CloverAI suite of AI models for Microsoft 365.

One of our latest models is an AI document processor. It can process any file, such as RFIs, invoices, or submittals. This AI model extracts data from PDF email attachments and inserts the metadata into SharePoint document library columns for reporting and approvals.

 Read on to find out how we make your life easier by using AI.

AI for Construction Project Management

Artificial Intelligence is all the rage. Most people are familiar with Open AI and now Microsoft Copilot but are still unsure how it will solve their specific challenges. The promise of AI is incredible and will forever change our industry, but how will it solve the needs of your construction projects today?

Lydon Solutions has been investing in developing AI models to make managing your construction projects easier using the tools already available in your Microsoft 365 tenant.

This article will discuss how we use AI to solve an invoice processing challenge and how we can use this model to help your organization.

CV-Co-Pilot

ChatGPT (Microsoft CoPilot) for Construction Viz

AI Copilot (ChatGPT) now has features across the entire Microsoft 365 and Windows ecosystem.
Read more on Construction Viz >

AI Invoice Processor Solution Use Case

Problem statement

How can we make invoice receipt, entry, and approval as efficient as possible using AI in Microsoft 365?

Approach

We brought together several available technologies in a client’s 365 tenant to solve this challenge.

AI Invoice Processing Solution Detail

Below are the technologies and steps used to deliver the solution.

Outlook email:

  • We started by considering that most invoices are received via email from contractors because they likely won’t have guest access to your Microsoft 365 tenant.
  • This could pose a challenge, but by leveraging a Microsoft 365 group email, we can extract attachments using a workflow when vendors send invoices to this email address.

Power Automate workflows:

  • Receipt Workflow.
    • We built a receipt workflow that extracts PDF invoice attachments from emails and saves them to a SharePoint document library with the date received, sender, and email subject line.
    • This step addresses the issue of lost invoices by consolidating all invoices into one location.
  • AI Workflow.
    • We created and trained an AI model to read the PDF invoices and extract metadata, including company and amount, amongst other fields.
    • This metadata is then used with the document stored from the Receipt Workflow, eliminating the need to enter metadata or move invoices into folders manually.
  • Once the AI workflow extracts the data successfully, it sends confirmation emails to the sender and the person tasked with approval.  
  • Additionally, the Microsoft Teams approvals app can be updated if needed. 

SharePoint site and document libraries:

  • We use a SharePoint site as an invoice repository and portal for invoice approval and management.
  • Once an invoice is approved, a final workflow triggers and sends a confirmation email to the teams.

Check out this video to see the whole process in action:

Learn About Using AI for Construction Project Management

If you are interested in this AI model or need other models for your construction projects, complete the form below to request a free one-hour consultation.

If you are looking for a Microsoft 365 enterprise construction management solution that also leverages these AI models, you can request a free demo of Construction Viz here.

Get a Free Consultation

Jumpstart Your Projects with These SharePoint Construction Templates

Microsoft Tips |

Have Microsoft 365 SharePoint Online but don't know where to start building your construction project sites? Check out this post to find out more about our SharePoint construction templates to quickly start managing your projects in Microsoft 365.

Our Three Most Popular SharePoint Construction Templates

Lydon Solutions has been delivering SharePoint-based solutions to the construction industry for 15 years. Over that time, we have developed many unique sites for managing construction projects based on our experiences as project managers and project control managers. Because companies and organizations new to Microsoft 365 might not know where to start building their own SharePoint sites, we created several custom SharePoint construction templates to help jumpstart the process.

In this post, we will discuss three of our most commonly requested customizable SharePoint construction templates: Leaning Center, Reporting Center, and Document Approval.

Learning Center SharePoint Construction Template

Learning Center SharePoint Template

Summary: We designed the Learning Center SharePoint template to make it easy for users to find training materials and schedule training sessions quickly.

Why: Construction projects are typically supported by matrixed organizations, each with its own required training and materials. Our goal is to bring them all together into one site where users can find the training they need for the project.

Highlights: The site is visually organized by training topics that allow users to further drill down into specific documents and videos. Also included is a training calendar to access/sign up for training sessions.

Reporting Center SharePoint Construction Template

Reporting Center SharePoint Template

Summary: The Reporting Center consolidates all of your Power BI reports into a central location.

Why:  A project/program can generate many reports that may need to be shared with the teams. We designed the Reporting Center as the reporting hub where users can access all reports across the project/program based on permissions.

Highlights: This site provides dashboards of critical KPIs, highlights a project/program status report, provides an easy way to share reports, and includes the ability to email reports to a distribution.

Document Approval SharePoint Construction Template

Document Approval SharePoint Template

Summary: The Document Approval site to provides an easy way to upload and approve documents.

Why: Projects need an easy way to receive and approve project documents. Also, they need email notification when a new file is uploaded and approved.

Highlights: This site can include several workflows, such as extracting attachments from emails, AI to read files and assign metadata to SharePoint columns, sending email notifications of receipts and approvals, and electronic approvals sent via email and Teams approvals. The ability to approve documents is based on permissions and is as easy as clicking the approval icon next to a document.

Streamline Your Construction Projects with Expert Microsoft 365 and SharePoint Solutions

Elevate your construction project management with our proven Microsoft 365 and SharePoint expertise. From customizable templates to full-scale enterprise solutions, Lydon Solutions has empowered dozens of organizations to master their multi-billion dollar project challenges.

Ready for streamlined success? Fill out the form below for a no-obligation consultation, or explore https://www.ConstructionViz.com for an advanced enterprise solution. Let's take your project management to the next level together.

Get a Free Consultation

Lydon Solutions Reaches the 15-Year Mark!

Company News |

Lydon Solutions has reached a significant milestone of 15 years in business as an IT services and product company supporting the construction industry!

When you take a step back and think about it, you realize it’s a significant milestone for any business considering:

  • One-third of all new businesses exit in the first two years.
  • Half exit in the first five years.
  • Only one-quarter of businesses survive to 15 years.

Many factors are involved in sustaining a business for this long. Still, I believe the most important thing is having a great team that drives innovation, provides second-to-none customer service, and is committed to delivering the best products and services possible.

While there are days when you want to pack it in, there are always moments that keep you coming back and restore your focus. Also, working with my wife is a rare opportunity, and working from home helps balance my professional and personal lives.

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Manage Your Construction Projects in Microsoft 365

Construction Viz is a powerful and flexible construction project management solution optimized for YOU and your workflow. For maximum flexibility, the solution is available in the cloud, on-premise, or as à la carte apps for Microsoft SharePoint and Microsoft 365. Learn More >

Observations for Other Entrepreneurs Based On 15 Years in Business

As the years pass, you tend to take stock of ideas and lessons that have helped you on the journey. Here is a short list of observations that might help other entrepreneurs or those who are looking to get the most out of their careers:

Innovation. To compete, companies and individuals need to embrace technology. Technology is changing faster than ever, and if you don’t leverage it to your advantage, your competition surely will, especially with the emergence of AI in all aspects of the technology and business worlds.

Solve problems. If you are in the consulting space, everything comes down to whether or not you can solve your client’s problems. Some higher-end consulting companies provide great PowerPoint presentations, and they do win work but don’t keep work. If you want to stay around long-term, listen to the client and solve their problems.

Diet and Exercise. There is an enormous amount of stress in our daily lives, much less starting and managing a company. It’s easy to get off track with bad habits, and you are no good to anybody if you can’t operate at 100%. The best thing I have found is to stick to a healthy diet and set a regular exercise routine. Working out in the morning ensures you get it done and provides peace of mind that you have accomplished something every day.

Cycles. When you start a company and have some success, you will naively think it will never end. Unfortunately, your company might end up in a bit of a slump. A life tip my dad always said to me was, “Keep a level head through the ups and downs. Don’t get too high, and don’t get too low.” Business cycles can and will inevitably occur, and you have to ride the waves and always be mindful of why you took this path in the first place. Make sure to plan for the worst and save for the downturns.

Enjoy the ride. While it is often hard to see the forest through the trees, every once in a while, take a step back and admire what the team has accomplished. To think we started the company by building custom SharePoint sites for construction and now have a product, Construction Viz for Microsoft 365, built on React as a progressive web app that stands up against some of the largest PMIS solutions available, is crazy to me. Who knows what tomorrow will bring? We have accomplished a lot, and I’m very proud to work with a fantastic, hard-working team.

Thanks for continuing to read our posts and articles and subscribing to our Lydon Solutions and LinkedIn newsletters.

Team recognition 2014
Construction Viz 1.0
Teambuilding 2018

How to Use Tags to Organize Files in Microsoft 365

Microsoft Tips |

Tag you’re it! Sort of…

There’s a new feature in Microsoft 365 called Tags. If you don’t use the Welcome to Microsoft 365 home screen, you probably missed it. Find out how Tags can help you organize your files across all your applications from a central location.

What are Tags in Microsoft 365?

Tags are a new feature for organizing and quickly accessing your files in Microsoft 365. Tags are a metadata field you add to your files from the Microsoft 365 Welcome screen. Tags allow you to classify your files by a term you define. The concept is similar to keywords or terms in SharePoint, but Tags are only added from the Microsoft 365 Welcome screen.

How do you add Tags?

You can add a Tag to any file by clicking on the ellipsis (three dots) next to the filename from the Welcome to Microsoft 365 home screen and selecting Tag. You can create a new tag from the Tag menu or choose one you previously made.

Once you create tags, you can use them to filter your content from the Quick Access view. Click the plus sign and select the tag you want to filter. As the name implies, quick access lets you quickly access your files.

Why use Tags in Microsoft 365?

You can easily create and share a lot of files in Microsoft 365. Finding files you frequently use can be a chore, so using Tags and content filters can speed up your workflow.

Microsoft releases new features for Microsoft 365 at a whirlwind pace, and staying on top of the changes is almost impossible. Lydon Solutions is here to be your IT partner and help you get the most out of Microsoft 365. If you are interested in our services and want to learn more, you can request a free one-hour consultation here.

Surface Duo: Microsoft Thunk Differently

Reviews |

As rumors are circulating regarding the end of the Microsoft Surface Duo Phone, I wanted to provide my perspective on owning the device for several years. I can hear the naysayers now. Microsoft phones are destined to die. I understand the skepticism of a Microsoft phone, but I’m writing this article to make the case that the Duo was a revolutionary device, full stop. Read on to find out how the Duo could have upset the mobile phone market.

I’ve been around for some time now, both in construction and IT. This year, Lydon Solutions will be 15 years old! Not only have we provided IT software solutions to the construction industry, but we have also provided hardware and support on some occasions. Over the years, several phone-like devices have completely changed our lives and, believe it or not, eventually led to a device like the Duo.

  • Palm Pilot (1996). The first real smart device without being a phone. Taking notes, adding tasks, and managing contacts on a handheld device was huge. I remember having one of these hanging from a belt clip😊. The Palm Pilot undoubtedly helped me be more productive and less forgetful.
  • Blackberry (1999). One of the most productive communication devices. Everyone had flip phones until this little device came out and changed the email game. The tiny keyboard for your thumbs and the wheel for scrolling was the perfect tool for reading and composing emails. It was the king of smartphones until Steve Jobs showed up.
  • iPhone (2007). Changed the game completely. The touchscreen interface and the iTunes app store changed the landscape forever. The iPhone was the first true smartphone you could use to take notes, send emails, listen to music, take photos, and more, thanks to a store full of apps. The iPhone is still the heavyweight champ for the most popular smartphone.
  • Surface Duo (2020). Yes, I have this device on the list. What the Duo did was change the form factor of mobile phones. So, instead of a single screen, you could now multitask. That might seem minor to the average iPhone user who uses their phone for Facebook, taking photos, and listening to music, but for a business user, it was huge. At any point in time, you could be in a Teams meeting and work in a browser on another screen or update an Excel file on one screen while sending out an email on another. This multi-screen smartphone is a significant productivity enhancement that will be copied in the future.
surface-duo_pic

Why the Microsoft Duo Was Not a Success

I know what you are thinking, so if it was so revolutionary, why would it go the way of all Microsoft Phones? Here are my thoughts on why it never took off:

  • Late to the game. Apple and Samsung dominate the cell phone market. This device might have gained better traction if it had been released five years earlier at the height of the Surface laptop craze.
  • Wrong market. Microsoft has a history of failed attempts to cater to the consumer market instead of the business market. Yes, the Duo can play games like a mini Xbox console, take photos, and access your social media app, but that’s not what makes it shine. It’s a productivity device.
  • Android OS. This OS is a pro and a con for the Duo. While Microsoft did not want to get caught in the same trap as previous Windows phones where no apps were available at launch, having an Android OS made it feel disconnected. Microsoft already had a great mobile OS platform, and Windows was being built for any device, so the choice of Android might have been a turn-off.
  • Buggy. When it was first released, some updates were needed for it to be usable. This can be expected with a first-to-market device, but the odds were already against Microsoft because of its past attempts to enter the mobile market, so this had to be perfect.
  • Clunky. While it was designed to be a small notepad, it didn’t fit in your pocket. Also, the camera wasn’t great, and it was awkward to trigger it to be outward-facing. The Duo also suffered from subpar hardware compared to other devices on the market.
  • Price. The Duo was a premium device for sure, but it was more expensive than any other phone.
  • Marketing. While Microsoft announced the device at a Surface event, it was not further promoted, especially in the business space. In fact, many AT&T stores did not even know what it was when I went on the hunt to find it.
  • Updates. Microsoft was very slow in releasing enhancements, and the Android OS updates were delayed. Microsoft has committed to three years of updates, and as of September of 2023, Microsoft is no longer releasing OS updates or security patches for the first Duo and only has another 12 months of advertised support for the second-generation model.

In summary, the Duo was revolutionary. It needed a few more iterations and much more marketing to get it to become a true business smartphone. Unfortunately, it seems to be going the way of Windows Mobile, which is a shame. With the Surface Duo on life support, which company will swing for the fence and develop the next revolutionary mobile device? And at this point, can only Apple or Samsung make it? I hope not. Could this device or some iteration of it be the future? And if so, could Microsoft have another crack at this with Copilot AI integrated with a Duo? I can only wish.

Tips from the Field: Easily Copy a SharePoint Library and All Its Content

Tips from the Field |

Here is a simple tip that allows you to easily create project document libraries with their content from a template in Microsoft 365.

Lydon Solutions has been delivering SharePoint-based solutions for over 14 years. We’ve seen the evolution of SharePoint over that time from an on-premises application to the new cloud-based Microsoft 365 SharePoint Online. While the move has provided many benefits, some features have changed or deprecated with the new SharePoint Online. One such feature change is copying a document library and its contents from one location to another.

Back in the day, with SharePoint on-premises, if you wanted to create a list or library template, you would go to the list or library settings, click Create a Template, and provide a name. You could then use that template when you add a new list or library to your site. You could even export and import templates to other locations.

With SharePoint Online, the save a template feature is still there, but you unfortunately can’t use the template you save, which is weird. Caveat: the ability to save a template depends upon enabling features in the SharePoint site containing the document library. Straight out of the box, saving a template is unavailable.

This lack of copying ability creates a problem if you have a site where you manage multiple projects that all need to use the same document library structure with folders. Obviously, you don’t want to re-build a new document library whenever you have a new project.

How to Copy a SharePoint Library

Thankfully, there is a way out of this conundrum. SharePoint Online provides a way to copy libraries with their content but with a different approach than using list and library templates.

Here are the steps:

  1. Create a document library, name it “template,” and build out the folder structure as needed. Add any files that you want to have in your template document library.
  2. Create a new document library, but select “From existing library.” Select the template document library you created in step 1. This feature copies the template library and all the columns but does not copy the structure and content.
doc-lib_1
  1. Return to your template document library, select all the folders, click on the ellipses, and then select “Copy to.” You can then use the breadcrumbs in the pop-up window that appears to locate your new document library; then click on the “Copy here” button.
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Presto, you have now replicated your template document library! Simple right? This is a great feature that allows you to copy content to any location.

So, instead of building a homegrown solution using an application such as Power Automate or installing a third-party tool that costs thousands of dollars yearly for a license, you combine two out-of-the-box features to solve the issue.

We hope this tip helps you use SharePoint Online to manage your projects. You can reach out for a free one-hour consultation if you need help with SharePoint or Microsoft 365.