SharePoint integration

Alli provides an integration feature that allows you to use SharePoint resources already in use within your organization as a knowledge base without separate preprocessing. It automatically imports documents while preserving SharePoint folder structure and access permissions, enabling easy use of LLM-based apps for various work scenarios.

1. Getting started with SharePoint integration

Start the integration by following the steps below.

1. In the Alli dashboard, go to Knowledge Base > External Data tab.

2. Click the SharePoint integration button.

1. Sign in with the Microsoft account you will use to integrate SharePoint.

Precautions

• The Microsoft account used for integration must be an administrator account that can access all SharePoint sites within the organization.

• The integration process is carried out using OAuth authentication.

• Documents integrated through this account are collected according to the permissions of that account.

2. Integration settings

After registering the Microsoft account, configure the detailed settings for the integration target and method.

1. Next to the integration account, [Settings] click the button.

1. Select the file types to integrate.

   • All: Imports all supported file types.

   • If you only want to import specific file types, select the individual checkboxes.

2. Select the SharePoint sites to integrate.

   • You can add one or more sites.

3. When detailed settings are complete, click the Save button.

1. To run the integration immediately based on the saved settings, click the 'Run Now' button.

   • If you only want to set file types and sites but not run the actual integration, click the 'Close' button.

3. Check integration progress

Once integration starts, you can check the current in-progress status. Click 'View Progress' to see in real time which step of the integration is currently in progress.

SharePoint integration consists of a total of 3 steps.

1. Entra permission integration Synchronizes user, group, and permission information within Entra.

2. SharePoint site and document information synchronization Synchronizes SharePoint sites and document information along with the SharePoint permissions assigned to each site and document.

3. Apply and map in Alli Reflects the integrated content in Alli and maps documents and permissions.

[Integration succeeded]

You can view detailed information about the current integration status through 'View Progress.'

[Integration failed]

If integration fails, you can check the failed step and the cause.

Step-by-step progress conditions and failure handling

• If step 1 fails → Steps 2 and 3 will not proceed.

• If step 1 succeeds and step 2 fails → Step 3 will not proceed.

• If steps 1 and 2 succeed → Failure may occur in step 3.

• Steps 2 and 3 can proceed in parallel, and if step 2 fails, step 3 will change from Pending status to Failed status.

5. Automatic run / Run Now and disconnect

After integration, Automatic run If the toggle is set to ON, changes are updated once daily at midnight. Run NowClicking it will immediately apply updates made since the previous run as of the time you clicked the button.

To disconnect the integrated SharePoint account from Alli, Disconnect click the button. Two options are provided at this time.

• Disconnect account only: If you click the disconnect button without selecting the data deletion checkbox, only the integration with the SharePoint account is removed. Documents already integrated remain in Alli and can still be searched and used.

• Delete data: If you select the data deletion checkbox and then click the disconnect button, all data that had been integrated will be deleted in bulk along with disconnecting the account.

6. Document structure and automatic management after integration

Once integration is complete, documents are organized and managed as follows.

Automatic indexing and manual updates

• Integrated documents are automatically reindexed daily at midnight (based on the project's time zone) for changes only.

• If you want to update documents immediately, you can manually click the [Run Now] button to fetch the updated changes.

Document structure organization

• After integration, a root folder named "SharePoint" is automatically created in the Alli Document Library and Works' Public Document Library.

• Each integrated SharePoint site is created as a subfolder under this root folder, and the original folder and document hierarchy is preserved as-is.

• Users can browse documents in the same structure as the original SharePoint.

6 Disconnect

If you disconnect from the Microsoft account, subsequent changes in SharePoint will no longer be reflected. You can choose whether to keep the previously integrated documents in the Alli Document Library when disconnecting, or delete all data before disconnecting the account.

7. Limitations of integrated documents and configurable items

Integrated folders and documents have the following constraints to preserve the SharePoint source.

• It is not possible to directly edit or delete the contents of folders and documents synchronized with SharePoint within Alli.

Item	Actions not allowed
Folders	Add / Delete / Rename / Move / Change access permissions
Documents	Upload / Delete / Rename / Change access permissions

However, the following items can be freely set and modified per individual document within Alli:

• Add hashtags to the document

• Set document status (On/Off)

• Set whether to auto-generate Q&A, run automatic tagging

These metadata provided within Alli are retained even if the document is updated.

5. Permission and user handling

Permissions set in SharePoint are also reflected in Alli and operate as follows.

• Users and groups registered in SharePoint appear in Alli as they are.

• However, all user permissions in Alli are standardized to Viewer (read-only).

  • For example, a user set as Editor in SharePoint will be applied as Viewer in Alli.

• If a user registered in SharePoint has not yet joined Alli, that user will not appear in the permission list.

  • When they subsequently join Alli, they will automatically be added to and shown in the permission list.

• If permissions are set as a group in SharePoint, that group will be reflected in Alli's permission list.

6. How to use documents within Works

Integrated SharePoint documents can be used in the Works > Public Document Library in the same way as other documents.

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.