Connecting SharePoint Online

SharePoint Online by Microsoft is a cloud-based collaboration, knowledge management and storage platform for organizations of all sizes. Often used as a centralized content management system (CMS), SharePoint Online stores a wealth of information across departments and teams. The SharePoint Online connector provided with Workplace Search automatically captures, syncs and indexes the following items:

Sites

Including ID, Content, and timestamps

Stored Files

Including ID, File Metadata, File Content, Updated by, and timestamps

Configuring the SharePoint Online Connector

Configuring the SharePoint Online connector is the first step prior to connecting the SharePoint Online service to Workplace Search, and requires that you create an OAuth App from the SharePoint Online platform. To get started, first log in to SharePoint Online and access your administrative dashboard:


Step 1. Sign in to https://portal.azure.com/ and click on Azure Active Directory:

Figure 74. Connecting SharePoint

Step 2. Locate App Registrations:

Figure 75. Connecting SharePoint

Step 3. Click New Registration:

Figure 76. Connecting SharePoint

Step 4. Give your app a name - like "Workplace Search" - and make it multitenant.

Setting the app to single tenant will result in a degraded experience, and the connector will not sync content.

Leave the Redirect URIs blank for now. We will need two: one for Organizational Sources and the other for Personal Sources. We’ll add this later in the process.


Step 5. Register the application:

Figure 77. Connecting SharePoint

Step 6. Retrieve and keep the Client ID handy - we’ll need it within Workplace Search.


Step 7. Next, add two redirect URIs. Click the Add Redirect URIs link in the header:

Figure 78. Connecting SharePoint

The two redirect URIs are:

# Important note: the hostname should be relative to the one you have configured.
http://localhost:3002/ws/sources/share_point/create
http://localhost:3002/ws/org/sources/share_point/create

Step 7. Save the cofiguration:

Figure 79. Connecting SharePoint

Step 8. Locate the Client Secret by navigating to Certificates & Secrets:

Figure 80. Connecting SharePoint

Step 9. Pick a name for your client secret (for example, Workplace Search). Select Never as the expiration date:

Figure 81. Connecting SharePoint

Step 10. Save the Client Secret value before leaving this screen.

Figure 82. Connecting SharePoint

Step 11. We must now set up the permissions the Application will request from the Admin. Navigate to API Permissions and click Add Permission. Add delegated permissions until the list resembles the following:

Figure 83. Connecting SharePoint

Step 12. Finally, Grant admin consent.

Voilà! The SharePoint Online connector is now configured, and ready to be used to synchronize content. In order to capture data, you must now connect a SharePoint Online instance with the adequate authentication credentials.

Connecting SharePoint Online to Workplace Search

Once the SharePoint Online connector has been configured, you may connect a SharePoint Online instance to your organization.


Step 1. Head to your organization’s Workplace Search administrative dashboard, and locate the Sources tab.


Step 2. Click Add a new source.


Step 3. Select SharePoint Online in the Configured Sources list, and follow the SharePoint Online authentication flow as presented.


Step 4. Upon the successful authentication flow, you will be redirected to Workplace Search.

SharePoint Online content will now be captured and will be ready for search gradually as it is synced. Once successfully configured and connected, the SharePoint Online synchronization automatically occurs every 2 hours.