SharePoint
Bring SharePoint libraries and folders into LOKI, with the permissions from SharePoint.
With the SharePoint integration, LOKI searches documents from SharePoint sites. You choose libraries or folders; LOKI takes in the files they contain and keeps them up to date. LOKI reads who may see a file directly from SharePoint. You do not choose groups for this.
You will find the settings under Integrations on the SharePoint card. Only administrators have access.
Requirements
- Microsoft 365 is connected (see Microsoft 365).
- The app registration has the application permission Sites.Read.All (or Sites.Selected) in Microsoft Graph, with admin consent. If it is missing, the SharePoint page shows a notice, and LOKI does not sync anything.
- A client certificate is stored. Without a certificate, syncing still runs, but not completely (see below).
- The people who should find SharePoint documents sign in with Microsoft. When they do, they automatically receive the SharePoint search tool.
Why the certificate matters
In SharePoint, files are often shared through site groups, such as “Members of Project X”. LOKI can only find out who is in such a group with a client certificate. Without a certificate, nobody in LOKI can see a file that is shared only through a site group. LOKI then shows the notice “SharePoint site groups can only be resolved with a client certificate” with the link Add certificate.
Also keep an eye on the certificate's expiry date; the dashboard warns you 30 days in advance (see Microsoft 365).
Adding a source
Open the “Sources” tab
Open Integrations › SharePoint, Sources tab.
Choose a folder
There are two ways:
- Click Browse SharePoint, find the site, choose a library and, if needed, a subfolder, and click Select this library or Select this folder.
- Or copy the link of the folder or library in SharePoint with Copy link and paste it under SharePoint link.
Check the name
When you browse, LOKI fills in the Name automatically. Change it if needed, for example to “Team site — General”.
Add the source
Click Add source. LOKI starts the first import.
LOKI does not take in files over 50 MB; they appear with the status Unsupported file type.
The first import
For a new source, LOKI first lists all files and then processes them in stages. Meanwhile, the Synced at column shows the progress, for example “Initial indexing: 120 of 800”. For large libraries this can take hours. The waiting files only appear in the document list when their turn comes.
How LOKI stays up to date
After the first import, LOKI syncs each source automatically:
- about every 15 minutes the changes: new, changed, moved and deleted files, as well as changed permissions.
- once a day in full, including all permissions.
You do not need to do anything for this. Sync now in the Synchronization tab triggers a sync immediately.
LOKI only reads SharePoint. LOKI does not change anything in SharePoint.
The source list
| Column | Meaning |
|---|---|
| Name | Name and path of the source |
| Documents | how many files are searchable |
| Enabled | If you untick it, nobody finds the documents of this source any more until you tick it again. In the document list they then carry the note Source disabled. |
| Synced at | last sync; during the first import, the progress |
You delete a source with the bin icon.
Deleting a source removes its documents
All documents of the source are deleted from LOKI. Everything in SharePoint stays unchanged. If you only want to hide a source temporarily, untick Enabled instead.
Permissions from SharePoint
For each file, LOKI takes over which Microsoft accounts and groups may open it in SharePoint. The same people find it in LOKI. If you change a permission in SharePoint, LOKI picks that up at the next sync.
If a permission cannot be clearly matched to a person or group, LOKI does not share the file. LOKI is then stricter than SharePoint, never more generous.
In the Synchronization tab, each run shows these figures alongside the usual numbers (see Sync status):
| Figure | Meaning | What to do |
|---|---|---|
| unresolved | Permission entries that LOKI could not match to a Microsoft account, such as SharePoint “Visitors” groups. The file is shared more strictly in LOKI than in SharePoint. | Not an error. Only act if people are missing files. |
| not findable (red) | Files that are shared in SharePoint but that nobody may see in LOKI, usually because the sharing names only a site group. They do not appear in any answer. | Check whether a valid client certificate is stored. |
| permission events | Permission changes that SharePoint has reported since the last run. | Nothing. |
| change log unread (red) | The run could not read the permission changes, usually because the certificate is missing. LOKI then only notices revoked permissions at the daily full sync, so up to 24 hours later. | Store or renew the client certificate. |
LOKI retries failed files at the next syncs. If a file fails three times in a row, it gets the status Error until it changes in SharePoint.