Document management in SharePoint using AI agents

20.11.2025

Document management in SharePoint is smoother with AI support. Version comparison can be automated, saving time and supporting decision-making.

Document version management in SharePoint using AI agents

Document management is an essential part of experts’ job descriptions and a key area of information management in many organizations.

When document versions are created during review and approval processes, comparing changes can become time-consuming and unnecessarily burdensome. Comparison relying solely on human effort can be difficult and laborious, especially if it is a part of a precision process, e.g. handling of quality or contract documents.

Understanding the differences between versions can be made easier with the help of generative AI. An agent created in Copilot Studio can significantly simplify the task of version control.

An agent can function either like an AI chat, or it can be directly integrated into a document approval workflow built with Power Automate of Logic Apps. In any case, the document reviewers or approvers evaluating changes gets a clear summary of the changes presented by an agent. Document review, version comparison and approval become easier and faster.

Efficient version control using AI agents

An agent can be used to compile changes into a clear summary directly visible to the user, either in chat or in a workflow approval request. The reviewers or approvers receive an AI-generated summary of changes made since the latest previously approved version.

The risk of human error is reduced, and time is saved, especially in situations where documents have detailed content requirements, such as contracts and quality documents.

Microsoft Word has long had a feature that highlights changes made to a document by other users to facilitate review and approval. However, one limitation of the functionality is that it highlights any modifications made to the document and does not compare it to any specific document version. Neither does it compile those changes in an easy-to-read format.

The AI agent described in this article, on the other hand, compares against the latest approved version, which then acts as a baseline for latter changes. For organizations whose processes involve document approval as a key part of their quality assurance, this brings significant added value.

The agent can be published to act as part of document review and approval workflows, or as a chatbot in a SharePoint document library, a desired Teams channel, or a Teams personal app.

The user does not need to master complex technology. It is sufficient that the agent used for version control of contract or quality documents is validated using a Power Automate workflow, for example, by saving published versions for comparison. In addition, the agent should be published so that those responsible for reviewing and publishing documents can access it.

An artificial intelligence agent compares changes made to a document, making revision control easier.

Agent brings certainty to processing contracts

Contract management is a typical example of a process where comparing document versions is essential. Adding new terms or modifying old ones can significantly affect contract responsibilities, risks, and organizational operations.

An AI solution makes changes visible quickly and clearly, allowing reviewers to focus on evaluating the summary of the changes, instead of having to make sense of the entire document after each change.

Naturally, an understanding of the big picture and overall plans is a must, and AI is not the best player for that, but the impact of routine changes often needs to be assessed many times during contract negotiation and preparation, and that’s a job for an agent. The version helper agent lists changes and provides a clear overview of things that have changed.

Contract processing becomes more transparent, reducing the risk of misunderstandings.

Even more accurate document management

Quality document management requires, among other things, that there is always an approved version of instructions and processes. When changes are made to documents, they must be easily traceable. The agent supports this process by compiling a summary of the changes to the document for content reviewers and approvers.

For example, an organization that holds a quality certificate can use the agent to speed up and streamline the work of quality documentation maintainers. They are often busy substance experts for whom maintaining documentation is an integral part of their work, but not their actual core task.

When the differences between versions are easily visible, it is easy for the reviewers or approvers to ensure that the change is justified and in line with the organization’s quality management requirements.

Updating project plans with an agent

Project plans live and change as projects progress. Comparison with the baseline and change management are essential parts of project management, and stakeholders often need to be able to track changes to goals, schedules, or resourcing.

An AI agent capable of comparing document versions is also excellent for this purpose. It allows those who need information to quickly understand the scope and significance of changes without having to read the entire document.

Decision-making is accelerated, and project progress remains better under control. Clearly documented changes also facilitate monitoring and reporting.

On the other hand, AI can also be used to structure project information, for example, to ensure that the qualitative information recorded in project plan documents and the data underlying project portfolio metrics remain better synchronized.

Artificial intelligence adds value to document management

An agent capable of comparing document versions brings significant added value to an organization’s document processes. It transforms document version comparison from a laborious, time-consuming task into a fast, reliable method.

The benefits are particularly evident in contract management, quality document management, and project plan updates, but the solution can be widely applied to other documents as well. An artificial intelligence agent saves time, reduces errors, and makes change management more transparent – precisely the things that modern document management requires.

Do you want to make document management more efficient with artificial intelligence? Contact us, and let’s build a solution together that supports your processes.

Henry Scheinin
Senior consultant, Partner

Read more:

Efficient version control using AI agents

Agent brings certainty to processing contracts

Even more accurate document management

Updating project plans with an agent

Artificial intelligence adds value to document management

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