Connecting SharePoint documentation

A SharePoint source lets Qubit cite the pages and files on your SharePoint sites. QuantumOps reads SharePoint through a Microsoft Entra app registration that you create in your own Microsoft 365 tenant, so you decide exactly what it can see. This page takes you through creating the registration, connecting it and choosing what to sync.

Before you start: you need the Administrator role in QuantumOps and the Documentation module on. You also need a Microsoft 365 account that can create app registrations and grant admin consent for your organisation. If that is someone else, give them this page.

What the connection reads

The app registration gets two read-only Microsoft Graph application permissions, Sites.Read.All and Files.Read.All. Together they let the app read the sites and files of your whole Microsoft 365 tenant. QuantumOps then syncs only the sites and document libraries you choose in step 7, and nothing is written back to SharePoint.

QuantumOps syncs the pages of the sites you choose and the files in the libraries you choose, for these file types: Word, Excel and PowerPoint (.docx, .xlsx and .pptx), PDF, plain text, Markdown, HTML, RTF, XML and JSON. Older .doc, .xls and .ppt files are skipped, and so are files larger than 50 MB.

Create the app registration

1. Open the Documentation Hub, select Sources, and under Add Documentation Source choose SharePoint. The SharePoint Integration Setup panel opens with the same instructions as this page. If they are hidden, use the Setup Instructions toggle, which reads Show or Hide.
2. In the Microsoft Entra admin center, open App registrations and select New registration. Give it any name, for example QuantumOps SharePoint Reader. For supported account types choose Accounts in this organizational directory only. Leave the redirect URI blank and select Register.
3. In the new registration, open API permissions, select Add a permission, then Microsoft Graph, then Application permissions. Add Sites.Read.All and Files.Read.All. Select Grant admin consent and confirm that both permissions show a green check mark.
4. Open Certificates & secrets, then Client secrets, and select New client secret. Give it a description, choose how long it should last and select Add. Copy the secret's Value straight away. Copy the value, not the secret ID: the value is shown only once.
5. Open the registration's Overview page and copy the Application (client) ID and the Directory (tenant) ID.

Connect it to QuantumOps

6. Back in the SharePoint panel, fill in:

   • M365 Tenant ID: the directory (tenant) ID from step 5.
   • Client ID: the application (client) ID from step 5.
   • Client Secret: the secret value from step 4. The field hides what you type.

   Select Test Connection. It reports Connection successful! or Connection failed with the reason. If it fails, check that you pasted the secret's value and not its ID, and that admin consent was granted for both permissions. Test Connection and Save SharePoint Source stay disabled until all three fields are filled in.

   When the test passes, select Save SharePoint Source. The panel confirms Credentials saved successfully and starts loading your SharePoint sites.

7. Choose what to sync. Tick the sites Qubit may read. Under each ticked site the Document Libraries appear, all ticked; clear any library you do not want. Then select Save Selection. The button shows how many sites and libraries you have ticked.

A SharePoint source cannot sync until you have chosen at least one site. If you save an empty selection, the source keeps its credentials but has nothing to sync.

If a ticked site's libraries cannot be listed, the site shows an error and a Retry button, and the selection is not saved while any ticked site is in that state. Select Retry, then save again. If no sites appear at all, check that the registration has both permissions and that admin consent was granted.

Sync your SharePoint content

Back on the Sources tab, the new SharePoint source appears under Active Sources. Select Sync to read the sites you chose. Select Sync again after you change the site selection or renew the secret. See Documentation sources for syncing, re-indexing, pausing and deleting, and for how to test a search on this source.

SharePoint documents do not belong to a documentation organisation, so they do not appear on the Client Mapping tab; the Documents tab lists them as Unassigned. They are not tied to a HaloPSA client either, so Sherlock research (the research QuantumOps runs on each ticket; see Sherlock research and live context) does not use them for a ticket. Qubit chat and external AI clients can find them when a search is not limited to one client.

Search SharePoint is off until you turn it on in the hub's Settings tab, and Documentation search in AI must be on as well. The settings table on the Documentation Hub page describes both and gives their labels on the Q-Director Research & Docs tab.

Change the sites and libraries later

On the source's card, select Configure. The picker lists your sites with nothing ticked, so tick every site and library you want the source to keep, not only the ones you are adding, and select Save Selection. Saving replaces the earlier selection, and saving with nothing ticked removes every site and library from the source. The next sync uses the new selection.

Before the client secret expires

Every client secret has an end date that you chose when you created it. Note that date, and plan to replace the secret before it passes: once it has expired, this source can no longer read SharePoint and its syncs stop bringing in changes. If the card's last-sync time stops advancing after you select Sync, the secret may have expired.

A saved source has no screen for changing its secret. To use a new secret, create it in the Microsoft Entra admin center, delete the source, add it again with the new secret, choose the same sites and libraries and sync.

Related pages

• Documentation Hub: the search settings that decide who uses SharePoint content.
• Documentation sources: managing the source day to day.