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Sharepoint

Updated

Questions answered on SharePoint

This article aims to address questions in three main areas. Integration set up, user experience, and Security.

Contents

Integration set-up

User experience

Security

Integration Set-up

How does SharePoint integration with AutogenAI work?

  • By default, AutogenAI does not have access to your SharePoint sites, and you must explicitly grant us permissions. This is to ensure that you are sharing only the right level of information with us.
  • AutogenAI would require an admin of your SharePoint administrator to authorise a connection to your SharePoint site.
  • Once the connection is authorised, AutogenAI will gain read access to your site and be able to retrieve files from your site

Why does your integration only work on the site level?

Microsoft has designed SharePoint to provide read access to the whole site, meaning that once you authorise the connection to the SharePoint site of your choice, AutogenAI can gain access to the full site.

Can I have more granular control over what gets synced to AutogenAI?

  • Based on Microsoft’s authorisation design, the integration authorisation works on a site level.
  • If you give us full site access, you can select exactly what folders in the SharePoint site should get synced over to AutogenAI
  • If you want to control from a security point of view what gets synced to AutogenAI, you can set up a site to have only files that you are comfortable syncing to AutogenAI. This ensures that our clients will only ever grant AutogenAI access to files that are relevant and adhere to company policies.

What implementation effort is required?

  • The person who does the set-up needs to have:
    • Admin access to the SharePoint site you want to integrate with.
    • Document Manager access on AutogenAI
  • We would recommend working with your internal IT team to ensure the right level of access has been granted.
  • Our onboarding specialists would be available to handhold you through the process in the initial set-up.

Can I connect to my Microsoft Teams library?

Yes, a Microsoft Teams library is a SharePoint library. Please check which site it lives on by going to Teams → Copy Link                    

Is there a limit on the size of the SharePoint content that I sync over?

  • We encourage our clients to only sync over files that would be useful for bid writing and bid research. Our system works best if the library content is more selective and curated.
  • For SMEs, the upper limit is 100 GB for content synced over to AutogenAI via SharePoint.
  • For Enterprise, the upper limit is 1 TB for content synced over to AutogenAI via SharePoint.
  • For individual file size, the largest single file that can be uploaded is 2GB.

Is there a limit on the number of SharePoint files we can sync to the organisation?

  • There is a “fair usage” expectation in our product, and the standard limit per SharePoint library is 20,000 files.
  • You can sync more than 20,000 files within your organisation, subject to the limit on size, as long as the individual library has fewer than 20,000 files.
  • Once this limit is hit, the user who has access to the library will be notified that their library is full on AutogenAI.
  • To add or update any files on the library, you must delete/deselect files to be synced over from the SharePoint library to add or update any files in the library.
  • Alternatively, you can speak with your AutogenAI Account Manager to discuss the possibility of increasing the size of your library, with potential cost implications.

What file types are supported and can be sent over?

The following file types are supported:

  • ".pdf"
  • ".doc"
  • ".docx"
  • ".xls"
  • ".xlsx"
  • ".xlsm"
  • ".xml"
  • ".ppt"
  • ".pptx"
  • ".csv"
  • ".txt"
  • ".msg"
  • ".odt"
  • ".ods"
  • ".odp"
  • ".md"

How would the licensing work for the IT admin added to AutogenAI to do the set-up?

AutogenAI currently sets up an extra licence to the IT team until the IT user has completed integration, and then it could be deactivated. 

User Experience

How is the SharePoint site library represented in the AutogenAI library?

  • Each site would be represented as one library in AutogenAI.

As a document manager, you would be able to manage the visibility of this library to ensure only the right people have access to the library content.

How often will a sync happen between SharePoint and AutogenAI?

  • A sync is triggered whenever there is a change in the SharePoint folder or files you have synced.
  • Once this is detected, a sync would be triggered.
  • We also sync 4 times a day, even if we don’t receive events.

If you no longer need some folders (or files), how do you unsync them?

  • Admin of the library can go to 'Manage synced files' to uncheck the file/folders that have been synced over, and they would be removed.

If folders or files are deleted within the library, will they remain deleted or reappear at the next sync? Does sync sync everything the SP admin set up?

  • To clarify, no one can 'delete' a file/folder on AutogenAI and cause it to be deleted on SP.
  • As long as the file/folder has been selected on the "managed synced files" settings, they would be synced over - and vice versa, when they are deselected, those files/folders would be removed from AutogenAI.

I notice that the sync has failed. What should I do?

  • You can make a small change to any of the SharePoint files that are located on the site to trigger a sync.
  • If it is still not working, contact support@autogenai.com, and our support team will investigate the issue.

Can I change the files that have been synced into AutogenAI within AutogenAI?

  • No, you can only add, edit, or delete the files on your SharePoint. Your SharePoint is the source of truth.
  • AutogenAI does not have access to add, amend or delete files from your SharePoint. We only ever hold read access, once you authorise the connection.

What happens if my SharePoint has files that AutogenAI does not support?

  • You will see an error message on the Library UI and get an explanation of why the file did not get processed.
  • We are constantly looking into ways to improve our processing capabilities. Contact support@autogenai.com, and our support team will investigate the issue.

Who should I contact if Iam experiencing sync issues?

Can I have both my AutogenAI library and SharePoint libraries? Would the sync affect my existing content?

  • Yes, you can have two sets of content - SharePoint library integration is just an add-on feature. There will be no change to your existing library content in AutogenAI.

Security

How is the connection between SharePoint and AutogenAI made?

  • The connection is done through Microsoft Entra, a cloud-based identity and access management solution that is developed by Microsoft.
  • We will require the person who does the initial set-up to have admin access to the SharePoint Site that they want to synchronise over.

Does it import a full copy?

Yes, this SharePoint sync would import a full copy of the document to AutogenAI. This allows us to process the files in preparation for LLM (Large Language Models) ingestion.

Does AutogenAI store an index of the files from the SharePoint site?

  • Once the client grants us full access to the site, we will be able to retrieve a high-level index of what files/folders are available for syncing.
  • When a document manager decides to edit the sync, AutogenAI would retrieve this list with the latest information to ensure the document manager can find the latest folders added to the SharePoint.

How secure is the connection?

  • In Transit:
    • All the calls made from AutogenAI to SharePoint would be https.
    • AutogenAI uses federated credentials to authenticate with our application with Microsoft.
  • Storage
    • The rest of the processing follows the same designs we have for the library.
  • AutogenAI adheres to high standards of security and data privacy guardrails. For more information, go to https://trust.autogenai.com/

If I decide to stop connecting to AutogenAI, do I have any control over this?

Yes, you will be able to either remove the SharePoint library on AutogenAI, or you can remove access through Microsoft Entra.

If I decide not to grant full access on the SharePoint admin step, what do I do?

You will need to set up the integration manually with the help of your IT administrator. Contact your onboarding specialist to schedule a dedicated time for this integration. We will need to work directly with your IT team and provide them with instructions on how to set up the integration using PowerShell scripts.

 

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