AskOn3 Knowledge Base & SharePoint Integration
This FAQ answers common questions about supported document formats, SharePoint synchronization, automatic indexing, and how AskOn3 manages documents connected through SharePoint.
Yes. Support for Microsoft Excel documents will be introduced as part of the SharePoint Integration and Plan Reading release, currently targeted for the end of July.
As part of this release:
- Support will expand to additional document formats, including Microsoft Excel.
- Documents will be automatically converted to PDF for indexing while preserving the original source files.
- Users will no longer need to manually convert supported documents before making them available to AskOn3.
Will SharePoint documents replace files that have already been uploaded into the AskOn3 Library?
Existing content is not automatically overwritten when SharePoint integration is enabled.
Instead:
- AskOn3 synchronizes documents using the underlying SharePoint file entity, rather than filenames or folder names.
- The relationship between the SharePoint source file and the indexed AskOn3 content is maintained throughout synchronization.
This approach helps prevent accidental replacement of existing indexed content.
Do SharePoint file or folder names need to match exactly?
No. Synchronization does not depend on filenames or folder naming conventions.
AskOn3 identifies documents using the SharePoint file entity, allowing files to be renamed or reorganized within SharePoint without affecting synchronization.
What happens if a document is deleted from SharePoint after it has been indexed into AskOn3?
When a source document is removed from SharePoint, the indexed version is not automatically removed from the AskOn3 Knowledge Base.
Instead, AskOn3 will:
- Generate an alert indicating that the source document has been deleted.
- Notify the Workspace Administrator, provided the appropriate notification subscription has been enabled in Workspace Settings.
- Allow the Workspace Administrator to decide whether the indexed content should remain available or be removed from the knowledge base.
This provides administrative oversight before indexed knowledge is removed.
What happens when new files or folders are added to SharePoint?
New content can be synchronized automatically based on the configuration of each SharePoint folder or file.
Depending on the configured settings, AskOn3 can:
- Automatically synchronize newly added files.
- Automatically add synchronized documents to the AskOn3 Knowledge Base.
These behaviors are controlled by the Auto Sync and Auto Add to AskOn3 settings configured for each SharePoint location.
Which user roles can configure and manage SharePoint integration?
The following roles have access to SharePoint integration features:
| Role | Access |
|---|---|
| Editor | Configure and manage SharePoint-connected content |
| Workspace Admin | Configure synchronization and manage SharePoint-connected content |
| Business Unit Admin | Configure synchronization and manage SharePoint-connected content across assigned workspaces |