# Job Description – Excel and SharePoint Automation Using Claude AI

Job Description – Excel and SharePoint Automation Using Claude AI Project Title Automation of Existing SharePoint Excel Tracker Using Claude AI Project Objective The objective of this project is to explore, design, and implement an AI-driven automation solution using Claude AI for an existing Microsoft Excel spreadsheet currently stored in Microsoft SharePoint. The current Excel spreadsheet requires significant manual effort for data entry, updating records, tracking outstanding actions, reviewing information, identifying overdue items, and preparing management reports. The goal is to use Claude AI, together with appropriate Microsoft 365 integration and automation tools, to streamline these activities, reduce manual administrative work, improve data accuracy, and provide more efficient reporting and analysis. A key requirement is that the final solution must be portable and easy to deploy within the company’s existing Microsoft SharePoint environment. The completed file or solution should be capable of being uploaded or copied into the company’s SharePoint site and subsequently accessed and used by authorised team members globally without requiring complex individual installation or configuration. Scope of Work 1. Review Existing Excel Workflow * Review the existing Excel spreadsheet stored in SharePoint. * Understand the purpose of each worksheet, column, formula, status field, and reporting requirement. * Map the current manual workflow and identify repetitive activities. * Identify areas where Claude AI and workflow automation can reduce manual work. 2. Claude AI Integration Develop an appropriate method for Claude AI to securely access and analyse authorised information from the SharePoint-hosted Excel spreadsheet. The solution should allow Claude to assist with activities such as: * Reading and analysing spreadsheet records. * Summarising information. * Identifying incomplete records. * Highlighting overdue actions. * Categorising entries. * Reviewing comments and descriptions. * Identifying trends or recurring issues. * Generating management summaries. * Answering questions based on the spreadsheet data. 3. Automate Routine Excel Activities Where technically feasible, automate repetitive activities such as: * Updating status fields. * Calculating completion percentages. * Identifying overdue records. * Flagging missing information. * Checking data consistency. * Standardising entries. * Updating dates and predefined fields. * Identifying duplicate records. * Generating recurring reports. 4. Global SharePoint Deployment and Team Accessibility The solution must be designed so that the completed Excel file and associated automation can be placed directly into the company’s Microsoft SharePoint environment and used by authorised team members globally. The solution should: * Allow the completed file to be uploaded or copied into an existing company SharePoint folder or site. * Operate within the company’s existing Microsoft 365 and SharePoint environment wherever technically feasible. * Allow authorised colleagues in different countries and regions to access and use the same solution. * Support multiple users accessing and updating the information through SharePoint. * Avoid reliance on files being stored only on an individual’s local computer. * Minimise the need for users to install additional software or perform complex configuration. * Ensure that updates made by authorised users are reflected in the central SharePoint-based version. * Maintain SharePoint as the single controlled source of truth. * Respect existing SharePoint permissions and access controls. * Be scalable for future use by additional team members, sites, countries, or regions. * Provide clear instructions so the solution can continue to be used and maintained even if the original developer is no longer supporting it. The final deliverable must not be a solution that only works on the developer’s computer. It must be deployable within the company’s SharePoint environment and usable by the global team. 5. AI Natural-Language Query Capability Enable users to ask Claude questions about the Excel data using normal language. Examples include: * “Show me all overdue actions.” * “What items are due this month?” * “Summarise the outstanding actions for APAC.” * “Which site has the highest number of open actions?” * “Which action owners have overdue items?” * “What are the key issues requiring management attention?” * “Summarise this month’s performance.” * “Compare this quarter with the previous quarter.” Claude should provide concise responses based on the latest authorised information available from the spreadsheet. 6. Automated Action Tracking Develop automated rules to manage the lifecycle of records, for example: Open → In Progress → Pending → Completed → Closed The solution should automatically identify: * Overdue actions. * Upcoming deadlines. * Long-outstanding actions. * Missing information. * High-priority items. * Items requiring management attention. 7. Automated Notifications and Follow-Up Where appropriate, integrate the solution with Microsoft 365 tools to automatically issue: * Action reminders. * Due-date notifications. * Overdue reminders. * Escalation notifications. * Requests for missing information. * Management alerts. Potential integrations may include: * Microsoft Outlook. * Microsoft Teams. * Microsoft Power Automate. * Microsoft SharePoint. 8. Automated Dashboard and Management Reporting Develop an automated dashboard or reporting process that provides visibility of: * Total records. * Open actions. * Closed actions. * Overdue actions. * Completion percentage. * Actions by owner. * Actions by site. * Actions by country or region. * Actions by category. * Monthly and quarterly trends. * High-priority issues. * Key performance indicators. Claude AI should also be able to convert the underlying data into a short management-level narrative summary highlighting key issues, trends, risks, and actions requiring attention. 9. Microsoft SharePoint Integration The existing SharePoint location should remain the controlled source of information wherever practical. The solution should: * Access the latest authorised spreadsheet data. * Respect existing SharePoint permissions. * Avoid unnecessary downloading and re-uploading of Excel files. * Maintain appropriate version control. * Maintain traceability of changes. * Ensure the original source data remains protected. * Support collaboration between team members located in different geographical regions. * Be compatible with the company’s standard Microsoft 365 environment. 10. Data Security and AI Governance The solution must comply with applicable company requirements relating to: * Cybersecurity. * Data privacy. * Confidentiality. * Access control. * AI governance. * Information retention. * Auditability. Claude should not automatically overwrite, delete, or make critical changes to source records without appropriate validation and controls. Where necessary, a human-in-the-loop approval process should be implemented before AI-generated recommendations or changes are committed to the official record. Key Deliverables The project should deliver: 1. Assessment of the existing SharePoint Excel spreadsheet. 2. Current-state process and workflow review. 3. Identification of automation opportunities. 4. Proposed future-state AI workflow. 5. Claude AI integration architecture. 6. Automated data analysis and validation. 7. Automated action and overdue tracking. 8. Automated reminder and escalation workflows. 9. AI-based natural-language querying. 10. Automated dashboard and management reporting. 11. A final solution that can be uploaded or copied into the company’s SharePoint environment. 12. Confirmation that authorised global team members can access and use the solution. 13. Testing and user acceptance testing. 14. User guidance and administrator documentation. 15. Handover documentation explaining how the solution can be maintained and expanded. 16. Recommendations for future improvements and expansion. Expected Outcome The desired end state is to transform the existing SharePoint Excel spreadsheet from a largely manual tracking tool into an AI-assisted, automated and globally accessible management system. The solution should: * Significantly reduce manual administrative work. * Improve accuracy and consistency of information. * Automatically identify overdue and incomplete records. * Reduce manual follow-up. * Improve visibility of outstanding actions. * Produce management reports more efficiently. * Allow users to interrogate the data through Claude AI. * Generate intelligent summaries and insights. * Maintain SharePoint as the controlled source of information. * Allow authorised team members globally to access and use the same solution. * Avoid dependency on a single individual’s computer or local environment. * Be easy to deploy, maintain, and scale for future requirements. Overall Goal Develop a Claude AI-enabled Excel automation solution that can be placed directly into the company’s Microsoft SharePoint environment and used collaboratively by authorised team members globally, while maintaining appropriate security, governance, access control, and Microsoft 365 compatibility.