Configuring the SharePoint Dataset Connector

Obtain the SharePoint credentials you need to add a SharePoint Dataset to your Data Pool

Requirements:

• SysAdmin or AI Admin permissions

• Cloud Microsoft Office365 SharePoint

• Microsoft Entra ID Account with published SharePoint Sites

Configuring SharePoint Datasets inside the AI Chatbot’s Data Pool requires them to be synced with the organization’s Microsoft Entra (Azure Active Directory) account.

Once the Data Pool processes the SharePoint Sites (including their pages and nested files), the AI Chatbot can refer to the SharePoint Dataset as a knowledge source.

The Data Pool’s SharePoint Datasets support these formats:

• .docx

• .pdf

• .xslx

• SharePoint page

• .pptx

This document lists the steps to extract the credentials needed to create a SharePoint Dataset in the Data Pool.

Setting up the connection

Before you begin

Open two tabs in your browser:

• One for SharePoint (to get the item name)

• One for SysAid (to configure the dataset)

Step #1: Create a dataset

1. In SysAid, open the AI Agent Chatbot.

2. Click the 3-dot menu in the top right corner.

3. Select Data Pool.

4. In the top-left dropdown, select the relevant chatbot:

   • Employee chatbot or

   • Admin chatbot

5. Click Create custom dataset and select SharePoint.

You will see this form:

The (five) values for “Title”, “Tenant Name”, “Client ID”, “Client Key”, and “Site URL” Fields need to be taken from the Admin’s Microsoft Entra (Azure Active Directory) account.

Step #2: Obtain “Tenant Name”

Step #3: Add the SysAid Copilot App

1. Navigate to the App registrations tab.

2. Click New registration.
   

3. In the Name field, enter a name for the application, for example, "SysAid AI". This is the name the users will see.
   

4. Select an account type for who can use the application

5. Click Register.

6. Copy the Application (client) ID value and paste it into the Dataset Configuration form’s “Client ID” field.
   

Step #4: Add a “Client Secret”

1. Go to the Certificates & secrets tab.

2. Add a description.

3. Select an expiration period.
   

4. Copy the Client Secret for the relevant application in the list and paste it into the Dataset Configuration form’s Client Secret field.
   

Step #5: Add API permissions

1. Go to the API permissions tab.

2. Click Add a permission.

3. Add the following permissions:

   • Microsoft Graph

     • Sites.Read.All

     • User.Read

   • SharePoint

     • Sites.Read.All

API Permissions Recommendations:

• Specifically grant Read access to the app registration for the site you're targeting

• Use the 'Sites.Selected' permission instead of 'Sites.Read.All' if you want to restrict access to only specific SharePoint sites within the organization

Step #6: Add the SharePoint site URL

To get the correct URL for accessing a SharePoint site using the Graph API, follow these steps:

1. Log in to your SharePoint account

2. Navigate to the SharePoint site you want to access with the Graph API

3. Look at the URL in your browser's address bar
   It should look something like `https://yourcompany.sharepoint.com/sites/YourSiteName`

4. Note down your SharePoint domain (yourcompany.sharepoint.com) and the site path (/sites/YourSiteName)

5. Replace yourcompany.sharepoint.com with your actual SharePoint domain and /sites/YourSiteName with your site path in the following format:
   `https://graph.microsoft.com/v1.0/sites/yourcompany.sharepoint.com:/sites/YourSiteName`.

Ensure you replace yourcompany.sharepoint.com and /sites/YourSiteName with the correct information from your SharePoint URL.

6. Paste the URL address into the Dataset Configuration form’s “Site URL” field

Your SharePoint site will now appear in your AI Chatbot’s Data Pool, so that the AI Chatbot can derive data from your SharePoint site and its files when formulating responses in AI Chatbot chats.

Limiting the SharePoint dataset items

By default, everything in SharePoint will be included in the dataset. You can limit each dataset to specific SharePoint items, like pages, lists, and document libraries, by specifying their names in SysAid dataset. This allows you to create multiple SharePoint datasets, each with different items, and assign them to different user groups.

Before you begin:

Open two tabs in your browser:

• One for SharePoint (to get the item name)

• One for SysAid (to configure the dataset)

Step #1: Copy the item name from the URL

1. In your SharePoint tab, navigate to the relevant folder ot item within a folder

2. Copy the name as it appears in the URL.

3. If the name contains %20, replace each %20 with a space. If the name does not contain %20, use it exactly as it appears.
   Example: URL contains Shared%20Documents .
   Enter in SysAid:
   Shared Documents

Pleae note:

If the name is not formatted correctly, the library will not be recognized.

Step #2: Paste the item names in SysAid

1. In SysAid, open the AI Agent Chatbot.

2. Click the 3-dot menu in the top right corner.

3. Select Data Pool.

4. In the top-left dropdown, select the relevant chatbot: End User chatbot or Admin chatbot.

5. From the list of datasets, select the relevant SharePoint dataset.

6. In the dataset configuration, locate the field List Names (Optional).

7. Paste the formatted item name(s) into this field:

   • Use the names you copied from the SharePoint URL

   • Make sure %20 has been replaced with spaces

8. Click Save.

You can enter multiple item names to include in the same dataset (depending on how your UI handles multiple entries).