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SharePoint Integration

Integrate your AI SmartTalk chatbot with Microsoft SharePoint and OneDrive to automatically sync documents to your knowledge base. This integration allows your AI to access and process documents from your selected folders, making them available for intelligent responses.

SharePoint Integration

Overview​

The SharePoint integration enables you to:

  • Connect your SharePoint/OneDrive account securely
  • Browse and select specific folders for synchronization
  • Sync compatible documents (PDF, DOCX, XLSX, etc.) to your knowledge base
  • Schedule automatic re-imports using SmartFlow workflows
  • Process documents automatically with AI-powered vectorization

Prerequisites​

Before you begin, ensure you have:

  • An active AI SmartTalk account
  • Administrative access to your SharePoint/OneDrive account
  • Microsoft 365 account with SharePoint/OneDrive access
  • Documents in supported formats (PDF, DOCX, XLSX, PPTX, TXT, etc.)

Step-by-Step Setup​

Step 1: Access SharePoint Integration​

  1. Log into your AI SmartTalk account
  2. Navigate to Administration → My Assistants → [Your Assistant Name]
  3. Click on SharePoint Integration in the integrations menu
  4. You'll see the SharePoint connection page with the Microsoft SharePoint logo

Step 2: Connect Your SharePoint Account​

  1. Click the Connect button in the main section
  2. You'll be redirected to Microsoft's OAuth authentication page
  3. Sign in with your Microsoft 365 account credentials
  4. Grant the necessary permissions to AI SmartTalk:
    • Read access to your SharePoint sites
    • Read access to your OneDrive files
    • Access to folder structure and metadata

Step 3: Browse and Select Folders​

Once connected, you'll see a list of available SharePoint sites and OneDrive folders:

  1. Site Selection: Choose from your available SharePoint sites
  2. Folder Browser: Navigate through your folder structure
  3. Folder Selection: Check the boxes next to folders you want to sync
  4. Document Preview: See a preview of compatible files in each folder

Supported File Types: PDF, DOCX, XLSX, PPTX, TXT, RTF, CSV, and more

Step 4: Configure Sync Settings​

For each selected folder, you can configure:

  • Sync Frequency: One-time or scheduled
  • File Filters: Include/exclude specific file types
  • Subfolder Depth: How deep to scan for documents
  • Processing Priority: High, Normal, or Low priority for AI processing

Step 5: Initial Sync​

  1. Click Start Sync to begin the initial document import
  2. Monitor the sync progress in real-time
  3. View processed documents in your knowledge base
  4. Verify document accessibility through your AI assistant

Automated Synchronization​

Using SmartFlow for Scheduled Syncs​

To set up automatic re-imports of SharePoint folders:

  1. Create a SmartFlow: Navigate to SmartFlow → Create New Workflow
  2. Add SharePoint Trigger: Select "SharePoint" as the trigger source
  3. Configure Sync Action: Add the "SharePoint Sync" action
  4. Set Schedule: Choose your preferred frequency:
    • Daily at specific times
    • Weekly on selected days
    • Monthly on specific dates
    • Custom intervals

SmartFlow Configuration Example​

Workflow: SharePoint Auto-Sync
Trigger: Scheduled (Daily at 2:00 AM)
Actions:
  - SharePoint Sync:
      Folders: ["/Documents/Company", "/Shared/Reports"]
      Process New Files: true
      Update Existing: false
      Notify on Completion: true

Document Processing​

Automatic Processing Pipeline​

When documents are synced, they go through an automated processing pipeline:

  1. File Validation: Check file integrity and format compatibility
  2. Content Extraction: Extract text and metadata from documents
  3. AI Vectorization: Convert content into searchable vectors
  4. Knowledge Base Integration: Add to your AI's knowledge base
  5. Indexing: Make content available for AI responses

Supported Document Types​

File TypeProcessingNotes
PDF✅ Full text extractionIncludes OCR for scanned documents
DOCX✅ Full text and formattingPreserves document structure
XLSX✅ Data extractionConverts tables to structured data
PPTX✅ Slide content extractionIncludes speaker notes
TXT✅ Direct text processingUTF-8 encoding supported
RTF✅ Formatted text extractionPreserves basic formatting
CSV✅ Tabular data processingAuto-detects delimiters

Management and Monitoring​

Sync Status Dashboard​

Monitor your SharePoint integration through the dashboard:

  • Connection Status: Real-time connection health
  • Sync History: Track all sync operations
  • Document Count: Total documents in knowledge base
  • Processing Queue: Documents awaiting AI processing
  • Error Logs: Failed syncs and processing issues

Folder Management​

  • Add New Folders: Select additional folders for sync
  • Remove Folders: Stop syncing specific folders
  • Update Permissions: Refresh SharePoint access tokens
  • Sync Statistics: View sync frequency and document counts

Troubleshooting​

Common Issues​

Connection Problems​

  • Authentication Failed: Re-authenticate with Microsoft
  • Permission Denied: Check SharePoint site permissions
  • Token Expired: Refresh your OAuth connection

Sync Issues​

  • Files Not Syncing: Verify file format compatibility
  • Large File Timeouts: Check file size limits (max 50MB per file)
  • Processing Delays: Monitor AI processing queue

Knowledge Base Issues​

  • Documents Not Searchable: Check AI processing status
  • Duplicate Content: Review sync settings for update behavior
  • Missing Metadata: Verify document properties are accessible

Error Resolution​

  1. Check Connection Status: Verify SharePoint connection is active
  2. Review Error Logs: Check detailed error messages
  3. Test File Access: Ensure files are accessible in SharePoint
  4. Contact Support: Reach out for complex integration issues

Best Practices​

Folder Organization​

  • Dedicated Sync Folders: Create specific folders for AI content
  • Clear Naming: Use descriptive folder and file names
  • Regular Cleanup: Remove outdated documents from sync folders

Document Management​

  • Version Control: Use SharePoint versioning for document updates
  • Metadata Tags: Add relevant tags for better AI categorization
  • Access Permissions: Ensure proper SharePoint permissions

Sync Optimization​

  • Selective Syncing: Only sync relevant folders to avoid clutter
  • Scheduled Syncs: Use off-peak hours for large sync operations
  • Monitor Usage: Track which documents are most accessed by AI

Security and Compliance​

Data Protection​

  • OAuth Authentication: Secure Microsoft account authentication
  • Read-Only Access: AI SmartTalk only reads documents, never modifies
  • Encrypted Transmission: All data transfer is encrypted
  • Token Security: Access tokens are securely stored and managed

Compliance Features​

  • Audit Logs: Track all sync and access activities
  • Data Retention: Configure document retention policies
  • Access Controls: Manage who can configure SharePoint integration

Advanced Features​

Custom Processing Rules​

  • File Filters: Exclude specific file types or patterns
  • Content Filters: Skip documents based on content criteria
  • Priority Queues: Set processing priority for important documents

Integration with Other Services​

  • SmartFlow Triggers: Use SharePoint changes to trigger other workflows
  • Email Notifications: Get alerts for sync completions or errors
  • API Access: Programmatically manage SharePoint integration

Support and Resources​

Documentation​

Technical Support​

By following this guide, you can successfully integrate your SharePoint and OneDrive documents with AI SmartTalk, creating a powerful knowledge base that enhances your AI assistant's capabilities with your organization's documentation.