Azure · SharePoint · Infrastructure and real estate
Azure OCR that makes scanned lease documents searchable in SharePoint
A document conversion module on Microsoft Azure, connected to SharePoint Online. Each published scan becomes a searchable PDF, so users can find the words inside long lease agreements.
- Client
- A retail real estate company that keeps lease agreements as scanned PDFs
- Industry
- Infrastructure and real estate
- Platform
- Azure, SharePoint
- Started from
- Document Management System product
01The challenge
Lease agreements arrive as scans of dozens of pages. Metadata could find the right file, but nobody could search for a clause inside it. People opened files one by one to find a rent or payment term.
02The solution
We added an OCR module that runs on Microsoft Azure and plugs into the document management system on SharePoint Online. When a document is published, conversion starts in the background. A searchable copy is saved beside the original, the OCR status moves from Pending to Completed, and content search finds the words inside the document. A report lists every conversion.
How a scan becomes searchable
- Upload and approveA user uploads a scanned PDF to a library and it goes through the approver and publisher.
- PublishWhen the status becomes Published, the document is queued for OCR. Nothing else is needed from the user.
- Convert on AzureThe conversion runs on Microsoft Azure in the background. Users keep working while it runs.
- Save the searchable copyA searchable PDF is saved beside the original, which stays as it was uploaded.
- Track the statusThe OCR status in the document list moves from Pending to Completed.
- Search and reportContent search finds words inside the converted documents, and the OCR report lists every conversion with page count and time taken.
Screens from the system
Sample data only. These screens show the layout and flow, not real records.
Screen 1 of 5Built for this client
From upload to searchable
Upload and publish happen in SharePoint Online. The conversion runs on Azure and the searchable copy comes back.
What we built
- OCR conversion on AzureA conversion service hosted on Microsoft Azure and connected to SharePoint Online.
- Automatic start on publishConversion begins when a document is published, with no manual step.
- Searchable copy beside the originalThe scan is kept and a searchable PDF is saved next to it.
- OCR statusPending and Completed shown against every document.
- Content searchSearch across libraries for words inside scanned agreements.
- Conversion reportStatus, page count, time taken and path for every file.
Built with Microsoft Azure · SharePoint Online · OCR conversion · Microsoft 365 sign in
The result
- Words inside scanned agreements can be found with content search
- Original scan kept, searchable copy saved beside it
- Conversion runs in the background while users keep working
- A report shows status, page count and time taken for every file
Related services
Document Management System product
The ready-made product this work is based on.
Learn more →Azure services
Cloud setup and services on Microsoft Azure.
Learn more →Azure infrastructure setup
Environments, security and hosting on Azure.
Learn more →SharePoint services
Development, migration, intranets and support on SharePoint.
Learn more →SharePoint development
Custom workflows, portals and apps built on SharePoint.
Learn more →Infrastructure and real estate work
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