SharePoint Setup
General Concepts
Before integrating SharePoint into Smart Knowledge Hub, you need to give Smart Knowledge Hub the correct permissions for that.
Delegated vs. Non-Delegated
Please note that there are two different permission concepts to handle Smart Knowledge Hub's access.
Non-Delegated access
The easiest way to give Smart Knowledge Hub access to your SharePoint instance is using non-delegated access. This means that you give Smart Knowledge Hub direct read-only access to all sites of your SharePoint instance and you can decide within the Smart Knowledge Hub Portal which site shall be synchronized.
Delegated
If you want to have more control about which SharePoint Sites Smart Knowledge Hub can read, you can decide to create a technical user within SharePoint and let Smart Knowledge Hub use the credentials of this user to access your content.
Pros
- More control on SharePoint side
Cons
- You need to manually search for all the SharePoint sites to add them to Smart Knowledge Hub
- You need to make sure that the technical user's password will not expire or you will need to change it manually at regular intervals.
Please note: When you search SharePoint sites within Smart Knowledge Hub, you possibly (depending on the permissions in SharePoint) find sites your technical user has no access to. In these cases, Smart Knowledge Hub will not find any content within these sites.
Necessary Steps
All these steps have to be performed in the 'SharePoint Configuration' menu entry.
1. Decide which permission concept you want to use
In the 'SharePoint access' section, choose if you want to use delegated or no-delegated access. Click on 'Save' to confirm your choice.
2. Choose the filetypes to be synchronized
In the corresponding section, choose the filetypes that shall be synchronized from SharePoint to Smart Knowledge Hub. Click on 'Save' to confirm your choice.
3. Grant Smart Knowledge Hub access to your SharePoint instance
If you have chosen delegated access before, You need to provide the technicals user's credentials within the 'SharePoint access' section and save it using the blue 'Save' button below the password field.
Delegated access or non-delegated access: You need to click on the 'Grant access' button which opens a new tab where you are asked if you want to give Smart Knowledge Hub access to your SharePoint instance.
Please note that you will have to remove these permissions by hand if you no longer want to provide them.
4. Add Sites to Smart Knowledge Hub
For the non-delegated access, this is easy: Just click on the 'Add sites to Smart Knowledge Hub' button in the buttom bar to add all your SharePoint sites to Smart Knowledge Hub.
Please note that you have to do this again if you want to add new sites that didn't exist the last time you clicked on this button here.
For delegates access, you need to search for your SharePoint sites in the 'Add sites to Smart Knowledge Hub' section and then click on the 'Add sites to Smart Knowledge Hub'.
You can do this different times until you have added all the SharePoint sites you want.