Automate workflows in a SharePoint document library

SharePoint’s AI capabilities enable you to set up automations in your document library by describing what you want to happen using natural language. You don’t need to know technical terms or navigate complex menus. Simply describe your intent and an appropriate workflow rule is suggested and configured.

Launch the quick action

1. In the lower-right corner of your document library, select the AI in SharePoint icon.

2. From the quick actions menu, select Set up rules.

3. The chat panel opens and displays a list of suggested actions related to the creation of rules.

   Note

   If this is the first time using AI capabilities in the library, up to three suggested columns are generated automatically based on the available files. These columns are auto-populated with metadata and can be useful when creating rules.

Use a suggested prompt

1. From the chat panel, select an action. For this example, we use Send notification.

2. In the chat box, review the instruction provided. If needed, you can modify the text to better suit your intent. Once you're ready, select Send () to submit your action.

3. Based on your prompt, a rule is generated. Review the rule created and select Create to set up the rule.

   

4. The rule conditions are summarized in the chat panel.

   

Enter a custom prompt

1. In the chat panel's text box, enter your own automation instruction. When requesting a rule, specify the condition in which it should run and the action that should happen. This helps ensure the rule meets your needs.

   

   Tip

   You can use AI capabilities to perform four actions: email, move, copy and set value. Here are some sample prompts:

   • Send an email (for example, "Email me when a contract is approved" or "Notify me when new files are added and the release date is in 2025")
   • Move a file (for example, "Move reviewed invoices to the Verified Expenses folder")
   • Copy a file (for example, "Copy all Northwind Traders invoices to the Northwind folder")

2. Select Send () to submit your prompt.

3. Based on your prompt, a rule is generated. Review the rule created and select Create to set up the rule.

   

4. The rule conditions are summarized in the chat panel.

   

Save your changes

1. When you're ready to save the rule you created and any other changes you made, select Save changes.

2. On the Save changes to library? confirmation screen, confirm the changes and then select Apply changes.

3. You're returned to the updated library, and the rule runs automatically whenever the defined conditions are met.

   Tip

   If you want to see all of the rules in your document library, from the header select Automate > Rules > Manage rules.

Requirements and limitations

• Supported rule triggers: A new item is created, an item is modified, or an item is deleted.

• Supported rule actions: Email, move, copy, and set value.

• Supported languages: All languages supported through Microsoft 365 Copilot for text-based prompts and responses, but can only process files in English.

• Limitations:

  • Encrypted files can't be analyzed to run rules.

  • The "date approaches" trigger for rules isn’t yet supported by SharePoint’s AI capabilities.

  • The translate and delete rule actions aren’t yet supported by SharePoint’s AI capabilities. Organizations with pay-as-you-go billing set up can translate files using AI capabilities, but will incur costs on their pay-as-you-go meter.

    • Multi-step prompts to create new columns and configure a rule in one step do not yet work for the set value action.

    • A maximum of 15 rules can be created per list or library.

    • Rules can't be applied to multi-line text columns.

    • Rules don't support email-enabled security groups for notifications.

• Notifications: Emails are sent from no-reply@sharepointonline.com to specified individuals.