Connecting SharePoint to On3

Watch: Connecting SharePoint to On3

Watch this short video to see how to connect SharePoint, select folders, configure synchronization, and make existing organizational content available through AskOn3.

Bringing Your Existing SharePoint Content into On3

If your organization already manages scopes, processes, installation manuals, videos, and other operational information in SharePoint, you can connect that existing content directly to On3.

Your original files remain in SharePoint, allowing your team to continue managing information using the tools, folder structures, and file formats they already use.

On3 processes the connected information for its knowledge system, making it possible to keep your existing SharePoint content synchronized, organized, and searchable through AskOn3.

Connect to SharePoint

To begin:

1. Navigate to the Content Library.
2. Click Add Content.
3. Select SharePoint.
4. Authenticate using your Microsoft account.
5. Once connected, browse your SharePoint library.
6. Navigate to the folder containing the information you want to bring into On3.

Select a SharePoint Folder

You can select an entire folder rather than adding individual files one at a time.

When a folder is selected, On3 scans:

• Files contained in the folder
• Underlying subfolders
• Content contained within those subfolders

For example, a Scopes and Processes folder could contain a combination of:

• Scopes
• Process documentation
• Videos
• Installation manuals
• Supporting documents

This allows an existing SharePoint folder structure to become the starting point for building your On3 knowledge library.

Automatically Add Content to AskOn3

When configuring your SharePoint content, you can choose to automatically Add to AskOn3.

When enabled, synchronized content is processed so it can become part of your searchable AskOn3 knowledge base.

This reduces the need to individually add each synchronized file to AskOn3 after it arrives in the Content Library.

Enable Auto Sync

You can also enable Auto Sync for the connected SharePoint content.

With Auto Sync enabled, On3 can discover:

• New files
• Changes to existing files
• New folders
• Changes within the connected SharePoint structure

Synchronization supports content such as:

• PDF documents
• Microsoft Word documents
• Microsoft Excel files
• Microsoft PowerPoint files
• Videos
• Other supported content

Your team can continue updating the original information in SharePoint while On3 keeps the connected knowledge synchronized.

Start the Upload and Processing

Once you have selected your folder and configured the desired settings, start the upload.

On3 handles the processing behind the scenes.

As processing begins, files from the selected SharePoint folder will start appearing in the Content Library and will be prepared for use within On3.

The original source files remain in SharePoint.

What Happens When SharePoint Content Changes?

Once a folder is connected with Auto Sync enabled, you do not need to manually re-upload content every time something changes.

For example, if someone adds a new folder or document to the connected SharePoint location, On3 can discover that new content during synchronization.

This allows SharePoint to remain the source your team maintains while On3 keeps the corresponding knowledge current.

Force a Sync

If new content has been added to SharePoint and you don't want to wait for the next synchronization, you can manually Force Sync.

When you force a sync:

1. On3 rescans the connected SharePoint folder.
2. Changes within the connected location are identified.
3. Newly discovered content begins appearing in the Content Library.

For example, if new window installation material is added to the connected SharePoint structure, forcing a sync allows On3 to discover and begin processing that information immediately.

View the Original SharePoint File

SharePoint remains the source for synchronized content.

For synchronized items, you can use the Provider Link to open and view the original file directly in SharePoint.

This makes it easy to trace content in On3 back to its original source location.

Preview Synchronized Content in On3

You can also select a synchronized item from the Content Library to preview the processed content directly inside On3.

This gives you two useful views of the same information:

• Provider Link — View the original source file in SharePoint.
• Content Library Preview — View the processed content inside On3.

How the SharePoint and On3 Workflow Fits Together

The integration is designed so your organization does not have to change how it already manages source files.

SharePoint remains where your team manages and updates the original content.

On3 synchronizes and processes that information so it can be organized and made searchable through AskOn3.

With Auto Sync and automatic Add to AskOn3 enabled, new and updated information can continue flowing from SharePoint into your On3 knowledge library with less manual effort.

Key Takeaways

• Connect SharePoint from Content Library → Add Content → SharePoint.
• Authenticate using your Microsoft account.
• Select an entire folder to include its files and underlying subfolder structure.
• Enable Add to AskOn3 to make synchronized information part of your searchable knowledge base.
• Enable Auto Sync to discover new files and changes to existing SharePoint content.
• Use Force Sync when you want On3 to immediately rescan the connected folder.
• Original files remain in SharePoint.
• Use the Provider Link to trace synchronized content back to its original SharePoint location.
• Select synchronized content in the Content Library to preview the processed version inside On3