Connectors

Sync documents from SharePoint, Google Drive, and other external sources

Connectors let you automatically sync documents from external platforms. Instead of manually uploading files, connect to the source and let Knowledges keep your knowledge base up to date.

Available Connectors

Connector	Description
SharePoint	Microsoft 365 document libraries and sites
Google Drive	Files and folders from Google Workspace
Confluence	Atlassian wiki pages and spaces
Notion	Notion pages and databases
OneDrive	Personal and business OneDrive storage

Available connectors depend on your organization’s configuration. Contact your admin to enable additional connectors.

The Connectors Page

Open Knowledges and go to Connectors to see:

• Active connections - Currently configured syncs
• Available connectors - Connectors you can set up
• Sync status - When each connection last synced

Setting Up a Connector

1. Choose a Connector

1. Go to Connectors
2. Click Add Connection
3. Select the connector type

2. Authenticate

Most connectors require authentication. Depending on your organization’s setup, you’ll see one of two modes:

Mode	Description
Your account	Sign in with your credentials; syncs content you can access
Service account	Uses admin-configured credentials; syncs organization content

For personal authentication:

1. Click Connect
2. Sign in to the external service
3. Grant permissions when prompted
4. Return to Knowledges

Use an account with read access to the content you want to sync. Connectors only read documents - they never modify external content.

3. Select Content

Choose what to sync:

1. Browse available sites, folders, or spaces
2. Select the content you want
3. Choose or create a knowledge base as the destination

4. Configure Sync Settings

Setting	Description
Sync Frequency	How often to check for updates (hourly, daily, weekly)
File Types	Which file types to include
Include Subfolders	Whether to sync nested folders

5. Start Sync

Click Start Sync to begin the initial synchronization. This may take time depending on how much content you’re syncing.

Managing Connections

Viewing Status

Each connection shows:

• Status - Connected, syncing, error, or disconnected
• Last Sync - When it last ran
• Documents - How many files are synced
• Errors - Any files that failed to sync

During a sync, you’ll see real-time progress:

Metric	Description
Total	Files discovered to process
Processed	Files completed
Indexed	Successfully added/updated
Unchanged	Skipped (no changes)
Failed	Errors encountered

Recent sync runs are stored in history so you can review past syncs and identify patterns.

Triggering Manual Sync

To sync immediately instead of waiting for the schedule:

1. Find the connection
2. Click Sync Now
3. Wait for completion

Updating Configuration

To change what’s synced:

1. Click the connection
2. Modify the selection or settings
3. Save changes
4. Run a sync to apply changes

Disconnecting

To remove a connection:

1. Click the connection
2. Click Disconnect
3. Confirm

Disconnecting removes the connection but keeps synced documents in your knowledge base. To remove the documents too, delete them from the knowledge base.

SharePoint Connector

The SharePoint connector supports:

• Sites - Team sites and communication sites
• Document Libraries - Files stored in SharePoint
• Lists - List attachments (if enabled)
• Pages - SharePoint pages (as HTML)

Permissions Required

The connector needs:

• Sites.Read.All - Read site content
• Files.Read.All - Read file content

Your admin may need to approve these permissions in Microsoft Entra.

Configuring SharePoint

1. Connect with your Microsoft account
2. Browse available sites
3. Select document libraries to sync
4. Configure filters:
   • File Types - Include/exclude by extension
   • Modified Since - Only sync recent files
   • Path Patterns - Include/exclude by folder path

Handling Large Libraries

For large SharePoint libraries:

• Use filters to sync only relevant content
• Consider multiple connections for different topics
• Start with a subset and expand gradually

Google Drive Connector

The Google Drive connector supports:

• Folders - Any folder in Drive
• Shared Drives - Team drives (Google Workspace)
• Files - Individual files (Google Docs, Sheets, etc.)

Permissions Required

• drive.readonly - Read access to Drive files

Configuring Google Drive

1. Connect with your Google account
2. Browse My Drive, Shared Drives, or Shared with Me
3. Select folders to sync
4. Configure options

Google Docs/Sheets/Slides

Native Google formats are automatically converted:

• Google Docs - Exported as text/HTML
• Google Sheets - Exported as CSV
• Google Slides - Exported as text

Sync Behavior

Incremental Sync

After the initial sync, connectors only process changed files:

• New files are added
• Modified files are updated
• Deleted files are removed (optional)

This makes scheduled syncs fast.

Handling Deletions

By default, when a file is deleted from the source:

• It’s removed from the knowledge base too
• This keeps content current

You can disable deletion sync if you want to preserve content even after it’s removed from the source.

Conflict Resolution

If the same file is synced from multiple sources:

• The most recently modified version is used
• Consider using separate knowledge bases to avoid conflicts

Troubleshooting

Connection Errors

Issue	Solution
Authentication failed	Re-authenticate the connection
Access denied	Check your permissions in the external system
Service unavailable	The external service may be down - try later

Sync Errors

Issue	Solution
File not found	File may have been deleted or moved
Permission denied	Your account lost access to this file
Unsupported format	File type isn’t supported for indexing
File too large	File exceeds size limits

Click View Errors on a connection to see details about failed files.

Stuck Syncs

If a sync seems stuck:

1. Check the connection status
2. Click Cancel Sync if available
3. Try Sync Now to restart

For persistent issues, disconnect and reconnect.

Best Practices

Use filters strategically

Don’t sync everything. Focus on high-value content that’s relevant to your use case.

Organize by topic

Create separate knowledge bases for different departments or topics, with dedicated connections for each.

Monitor sync health

Check connections regularly. Address errors before they accumulate.

Consider sync frequency

More frequent syncs keep content current but use more resources. Match frequency to how often content changes.

Next Steps

Configure RAG settings

Optimize retrieval for your synced content

Connect to agents

Use your synced knowledge in AI agents