SharePoint Integration for Document Collections

The SharePoint integration feature allows you to seamlessly connect your SharePoint and OneDrive accounts to Document Collections in Blue Edge AI. This powerful integration enables automatic synchronisation of files and folders, ensuring your collections always reflect the latest versions of your documents.

Key Features

• Real-time Synchronisation: Files updated in SharePoint automatically update in your Document Collections
• Folder Monitoring: Sync entire folders and automatically include new files as they’re added
• Selective Sync: Choose specific files or folders to include in your collections
• Progress Tracking: Monitor sync status with real-time progress indicators
• Multi-site Support: Access files from both SharePoint sites and OneDrive

Getting Started

Step 1: Enable SharePoint Connection

1. Navigate to your Document Collection
2. Click the “Link SharePoint” tab in the upload area
3. If this is your first time connecting, you’ll see a “Connect to SharePoint” button
4. Click “Connect your Microsoft account” to authorise Blue Edge AI to access your SharePoint

Step 2: Authenticate with Microsoft

1. You’ll be redirected to Microsoft’s secure login page
2. Sign in with your Microsoft 365 account
3. Review and accept the permissions requested
4. You’ll be returned to Blue Edge AI once authentication is complete

Browsing and Selecting Files

Navigating Your SharePoint

Once connected, you’ll see your available SharePoint sites and OneDrive:

1. Sites Overview: Your SharePoint sites and OneDrive are displayed as cards
2. Drive Selection: Click on any drive within a site to browse its contents
3. Breadcrumb Navigation: Use the breadcrumb trail at the top to navigate back through folders
4. Search: Use the search box to quickly find specific SharePoint sites

Understanding the File Browser

The file browser displays your SharePoint content in a familiar Windows Explorer-style layout:

• Name Column: Shows file/folder names with icons
• Size Column: Displays file sizes or item counts for folders
• Status Column: Shows sync status for monitored items

Syncing Files and Folders

Individual File Selection

1. Browse to the location containing your files
2. Click the checkbox next to each file you want to sync
3. Selected files will be highlighted
4. Click “Save Selection” to add them to your collection

Folder Synchronisation

Folder sync is particularly powerful for keeping collections up-to-date:

1. Locate the folder you want to monitor
2. Toggle the switch next to the folder name
3. Click “Save Selection” to add the folder to your collection
4. Once complete, the folder will show as “Monitoring (X files)”

What happens with folder sync:

• All current files in the folder are added to your collection
• New files added to the SharePoint folder automatically appear in your collection
• Files removed from SharePoint are marked as inactive in your collection
• Updated files in SharePoint trigger automatic re-processing – this process can take up to 15 mins to activate.

Managing Synced Items

Removing Items from Sync

To stop syncing an item:

1. For files: Click the checkbox to deselect (you’ll be prompted to confirm)
2. For folders: Toggle the switch off
3. The item becomes inactive but remains in the tracking history

Best Practices

Organising Your SharePoint for Sync

1. Create dedicated folders for content you want to sync with Blue Edge AI
2. Use consistent naming conventions for easy identification
3. Group related documents in folders for batch synchronisation

Optimising Performance

• Large folders: Folders with 100+ files may take several minutes to complete initial sync
• File updates: Allow 2-3 minutes for SharePoint changes to reflect in your collection
• Network considerations: Ensure stable internet connection when syncing large batches

When to Use Folder Sync vs File Selection

Use Folder Sync when:

• You have frequently updated documents
• Multiple team members add files to a shared location
• You want automatic inclusion of new files

Use Individual File Selection when:

• You need specific documents only
• Files are scattered across different locations
• You want precise control over what’s included

Troubleshooting

Connection Issues

If you see “SharePoint authentication is not ready”:

1. Wait a few moments and refresh
2. Try logging out and reconnecting
3. Ensure your Microsoft account has appropriate permissions

Sync Not Updating

If files aren’t updating:

1. Check the sync status indicator
2. Verify the file was changed in SharePoint
3. Allow 2-3 minutes for changes to propagate
4. Check if the folder/file is still marked as “Active”

Access Denied

If you can’t access certain sites or drives:

1. Verify you have permissions in SharePoint
2. Check with your IT administrator about access rights
3. Try reconnecting your Microsoft account

Security and Privacy

• Your SharePoint credentials are never stored by Blue Edge AI
• You can disconnect your SharePoint account at any time
• Only files you explicitly select are accessed and processed

Support

For additional assistance with SharePoint integration:

• Email: support@blue-edge.co.uk
• Include your organisation name and description of the issue
• Screenshots of error messages are helpful for troubleshooting