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Connecting SharePoint to Knowledge Management

This guide provides detailed instructions for connecting your SharePoint sites and document libraries to the Knowledge Management system, allowing you to leverage existing content and maintain a single source of truth.

Prerequisites​

Before connecting SharePoint to the Knowledge Management system, ensure you have:

  • SharePoint Online or SharePoint Server 2019+: Earlier versions may have limited functionality
  • Admin access to the SharePoint site you wish to connect
  • Microsoft Graph API credentials (for SharePoint Online) or SharePoint API credentials (for on-premises)
  • Knowledge Management admin privileges in your platform account

SharePoint Integration

Connection Methods​

The direct integration method uses Microsoft Graph API for SharePoint Online or the SharePoint REST API for on-premises installations.

Step 1: Configure Microsoft 365 App Registration​

  1. Log in to the Azure Portal
  2. Navigate to "App registrations" and create a new registration
  3. Set the redirect URI to your Knowledge Management callback URL
  4. Under "API permissions," add the following Microsoft Graph permissions:
    • Sites.Read.All
    • Files.Read.All
    • User.Read
  5. Grant admin consent for these permissions
  6. Note the Application (client) ID and generate a client secret

Step 2: Configure Knowledge Management​

  1. In your Knowledge Management admin panel, navigate to "External Repositories"
  2. Select "Add Repository" and choose "SharePoint"
  3. Enter the following details:
  4. Click "Test Connection" to verify the setup
  5. Save the configuration

Method 2: Scheduled Sync​

If direct integration isn't possible due to network restrictions, you can set up a scheduled sync.

  1. In the Knowledge Management admin panel, go to "Scheduled Imports"
  2. Select "SharePoint" as the source
  3. Configure the connection details as in Method 1
  4. Set the sync schedule (hourly, daily, weekly)
  5. Select the document libraries and folders to include
  6. Define content mapping rules (optional)
  7. Save and activate the sync job

Content Mapping​

Document Properties to Metadata​

Map SharePoint document properties to Knowledge Management metadata:

SharePoint PropertyKnowledge Management Field
TitleArticle Title
Created ByAuthor
Modified DateLast Updated
CategoryCategory
TagsTags

Content Filtering​

You can filter which content is imported using:

  • Content Types: Select specific SharePoint content types
  • Metadata Filters: Import only documents with specific metadata values
  • Date Filters: Import only documents created or modified after a certain date
  • Path Filters: Include or exclude specific folders

Advanced Configuration​

Permissions Sync​

Enable permissions synchronization to maintain the same access controls:

  1. Go to "Repository Settings" > "Permissions"
  2. Enable "Sync Permissions from SharePoint"
  3. Map SharePoint groups to Knowledge Management roles
  4. Set the permissions sync frequency

Content Transformation​

Configure how SharePoint content is transformed during import:

  • HTML Conversion: Convert Office documents to HTML for better rendering
  • Content Extraction: Extract text from PDFs and images using OCR
  • Link Rewriting: Update internal links to work within Knowledge Management
  • Image Handling: Configure how embedded images are processed

Troubleshooting​

Common Issues​

IssueSolution
Connection timeoutCheck network connectivity and firewall settings
Authentication failureVerify credentials and API permissions
Missing contentCheck content filtering rules and permissions
Broken linksEnable link rewriting in transformation settings

Logs and Diagnostics​

Access detailed connection logs:

  1. Go to "System" > "Logs" > "Integration Logs"
  2. Filter for "SharePoint" connections
  3. Review error messages and timestamps

Performance Optimization​

For large SharePoint repositories:

  • Start with a smaller subset of content for initial testing
  • Use incremental syncing to only import new or changed documents
  • Schedule syncs during off-peak hours
  • Consider content archiving strategies for older documents

Next Steps​