Search SharePoint and Teamsyour grown document store in your AI knowledge base.

The plan is for document libraries, folders from Teams channels and the attachments shared there to be added to the knowledge base — with the folder structure you already maintain. Chat posts in the channels are not included; mailboxes and OneDrive are covered on the pages for Outlook and Exchange and for Microsoft 365 respectively.

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SharePoint & Teams

One click · included in the setup

Example question

“Where is the approved version of the quote for the property at Bahnhofstraße 12?”

1 Answer with source

Connection

How the connection is designed

The plan is to use Microsoft’s official approval: you sign in with your Microsoft account and choose the sites, document libraries and Teams channels to be read — read-only, nothing in SharePoint is changed. Whether your organisation allows this approval, whether an administrator has to consent and whether it can be limited to the sites you choose depends on your settings and your licence. If SharePoint runs on your own server on premises, the route is a different one. We check with you before we start whether and how the connection works for you.

Once set up, synchronisation runs automatically: new and changed documents from SharePoint & Teams are added by themselves, without anyone having to upload anything.

Set-upWe estimate the effort after the preliminary check and discuss it with you before anything is set up — ideally together with your Microsoft administrator. The connection to SharePoint and Teams is made with a click via your Microsoft account and is included in the setup. Several sites, nested libraries or channels with their own permissions are discussed in advance.

Documents

Which documents may be stored in SharePoint & Teams

Document libraries where the organisation sits in columns rather than folders — client, property, status and year are stored as columns on the file
The “Documents” folder behind every Teams channel: it holds whatever someone dragged into the channel, even if it was never filed
Content types and managed metadata from the term store, if someone in the company once set up the document store properly
Site pages and news posts from the intranet — process descriptions, notices, responsibilities, often recorded nowhere else
Lists in which contract terms, properties or contacts are maintained row by row instead of in a file
Project sites that were created for a single case and not touched again once it was closed

Example questions

Examples of questions to your documents

“Where is the approved version of the quote for the property at Bahnhofstraße 12?”
1 Answer with source
“Which schedule is in the Teams channel for project 2024-118, and which version is the latest?”
2 Answer with source
“Which version of the maintenance contract with Huber is the current one?”
3 Answer with source

Start

Before a connection is set up

The connection is made in one click via the account and is included in the setup. Every source comes with its own logins, permissions and folder logic — we check the prerequisites at your company together beforehand.

Until then, and independently of it, you can upload files, whole folders, emails, photos and voice memos. Before we start, we go through real questions with you to see how the answers look.

Preliminary check

What we check in advance

In advance, we look at whether and where you use sensitivity labels with encryption — such files can only be opened with the matching permission. We clarify where shared files actually are: anything someone shared in a Teams chat rather than in a channel is stored in the sender’s OneDrive. The plan is to use the current version of a file; whether older versions from the version history are needed is something we discuss. List items are records, not documents — whether they are added as an export is something we decide together, as is how links to other people’s storage are handled.

FAQ

Frequently asked questions about this connection

We have team sites from 2016 that nobody maintains any more. Will they be included?

That is the plan if you select them — an inactive team site is treated like a library in use. It makes sense to connect them separately: the answer then names the site and library of the source, and you can see that the information comes from the old records. If you do not want the old records included in day-to-day answers, you can work with a cut-off date. We look at which of your sites are suitable for this in the preliminary check.

Our libraries use columns instead of folders. Does that help or get in the way?

As a rule, it helps. The plan is for library columns such as property, status or year to be carried over as attributes on the document, as well as content types and terms from the term store. Where columns are empty, the system is designed to read values such as client, property or date from the document itself. A person confirms the document type on the first run, because it determines who gets to see a document later on.

Things change in SharePoint all the time. Will that break the connection?

That depends mainly on your selection. Nothing is installed on your side; reading happens via the approval you granted. Changes to the selection itself are the sensitive part: a deleted site, a moved library or a withdrawn consent. In that case, the knowledge base stays at the state of the last sync, and the date on the source shows this; updating the selection is charged by effort, like the setup.

Every project site has its own permissions here. Does the knowledge base replicate that?

The plan is a different approach: in the knowledge base, permissions are tied to document types and roles, not to individual sites. The team sees minutes and property files, for example, while management also sees contracts and statements; documents from a sensitive project site can be set up as a separate document type reserved for a smaller group. If your role lacks the permission, the answer says so. We discuss before we start how your permission logic can be mapped onto this.

Industries

Typical for these industries

Guides

Request a demo — and clarify how SharePoint & Teams fits in

In thirty minutes by video we show what answers with sources look like, and clarify whether and how SharePoint & Teams can be connected at your company.