SharePoint integration
Alli provides an integration feature that lets you use SharePoint resources already in use within your organization as a knowledge base. Without separate preprocessing, it automatically indexes documents while preserving the SharePoint folder structure and access permissions, allowing you to easily build LLM-based apps for various work scenarios.
1. Getting Started with SharePoint Integration
Start the integration by following the procedure below.
In the Alli dashboard, go to Knowledge Base > External Data tab.
Click the SharePoint integration button.
Sign in with the Microsoft account you will use to integrate SharePoint.
Caution
The Microsoft account used for integration must be an administrator account that can access all SharePoint sites within the organization.
The integration process is performed using OAuth authentication.
Documents collected through this account will be gathered based on that account's permissions.
2. Integration Settings
After registering the Microsoft account, proceed with detailed settings for the integration targets and methods.
Next to the integration account, [Settings] click the button.
Select the file types to integrate.
All: Retrieves all supported file types.If you only want to fetch specific file types, select the individual checkboxes.
Select the SharePoint sites to integrate.
You can add one or more sites.
After completing the detailed settings, click the Integrate button.
3. Document Structure and Automatic Management After Integration
After integration is complete, documents are organized and managed in the following ways.
Automatic indexing and manual updates
Integrated documents are automatically indexed daily at midnight (project time zone) with only changes indexed.
If you want to refresh documents immediately, you can manually click the [Run Now] button to fetch updated changes.
Document structure organization
When integration is complete, a root folder named "SharePoint" is automatically created in the Alli document library and the Works public document library.
Each integrated SharePoint site is organized as a subfolder under this root folder, and the original folder and document hierarchy is reflected as-is.
Users can browse documents in the same structure as the actual SharePoint structure.
4. Limitations and Configurable Items for Integrated Documents
Folder
Documents
To preserve the SharePoint source, integrated folders and documents have the following constraints.
It is not possible to directly edit or delete the contents of folders and documents integrated from SharePoint within Alli.
ItemActions not possible
Folder
Add / Delete / Rename / Move / Change permissions
Documents
Upload / Delete / Rename / Change permissions
However, the following items can be freely set and modified for individual documents within Alli:
Add hashtags to documents
Set document status (On/Off)
Set whether to auto-generate Q&A, run automatic tagging
These metadata provided within Alli are retained even when the document is updated.
5. Permissions and User Handling
Permission information set in SharePoint is reflected in Alli and operates as follows.
Users and groups set in SharePoint appear in Alli as they are.
However, in Alli all user permissions are unified to Viewer (read-only).
For example, a user set as an Editor in SharePoint will be applied as a Viewer in Alli.
If a user registered in SharePoint has not yet joined Alli, that user will not appear in the permission list.
If they later join Alli, they will automatically be added to and displayed in the permission list.
If permissions in SharePoint are assigned to a group, that group will be reflected in the Alli permission list.
6. How Documents Are Used within Works
Integrated SharePoint documents can be used in the Works > Public Document Library in the same way as other documents.
A "SharePoint" folder automatically created during SharePoint integration is added at the root of the public document library, and you can access integrated documents through that folder.
The list of documents displayed in the public document library is shown differently depending on the user's permissions. In other words, only documents to which the user has been granted permission are exposed in the library, so unnecessary document access is prevented and security is maintained in the same way as the existing direct upload document library.
Notes when integrating SharePoint
1. Verify Application Administrator privileges within Entra
When integrating Alli with SharePoint, an approval popup may appear. This is because the integration account does not have Application Administrator privileges within Entragranted. In this case, you need to reset the privileges for that account within Entra.
How to set:
Grant the account you want to integrate with Alli (Entra account) Application Administrator privileges.
Once the privileges are granted, the screen above will appear when you click the integrate button. Click the 'Accept' button.
2. Verify Site Collection Administrator in SharePoint
If user or group information cannot be retrieved from a specific SharePoint site, check the site collection administrator privilegesbecause without this permission some information may not display correctly during integration.
Where to configure:
SharePoint Site Settings > Site Access > Advanced access settings > Site collection administrator settings
Note: Advanced access settings are not visible to all members and can only be accessed by administrators with higher privileges. If necessary, additionally confirm with the SharePoint administrator whether the permissions have been applied.
How to set:
Enter the account you want to integrate with Alli in the site collection administrator field.
3. Check Everyone Except External Users (special group) on folders and files
If the "Everyone except external users" permission is applied to SharePoint files and folders, all users will also have accessin Alli.
Files/folders with this permission will have the "All members of this project can view" option enabled in Alli during integration.
4. Handling when folder or file names are duplicated
In SharePoint, multiple folders with the same name can exist in the same location. Because Alli does not support folders with identical names in the same location, during integration the site name and folder name are handled as follows.
The unique site URL is shown in parentheses after the site name.
A unique hash value is shown in parentheses after the folder name.
5. If only certain files fail to integrate, check file size
Alli supports up to 50MB per file. If the file you want to integrate exceeds 50MB, that file may fail to integrate, so if there are documents that must be integrated into Alli, please check the individual file sizes.
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