Effortlessly keep your team up to date by syncing files directly from SharePoint to Spekit. With this integration, your latest resources are always accessible and organized in one central location—no more hunting for the most current version! To sync files from SharePoint, you’ll need Account Admin, Team Admin, or Expert-level access in Spekit.
What is Content Syncing from SharePoint?
Content Syncing from SharePoint seamlessly connects your SharePoint account to Spekit, making it simple to manage, update, and share the most current resources with your team—all in one place.
Key Benefits:
- Real-Time File Syncing: Automatically keep your Spekit Topics up to date with the latest documents and files from SharePoint.
- Centralized Resource Management: Consolidate training materials, guides, and reference documents within Spekit for easy access and organization.
- Enhanced Team Access: Empower your team to quickly find and use the content they need, exactly when they need it, without searching multiple platforms.
By streamlining content management and eliminating the need for manual updates, Content Syncing from SharePoint helps your team stay aligned, informed, and productive.
How to Set Up the SharePoint Integration
1.) Add your organization’s Entra Admin as an Account Admin in Spekit (just temporarily—this is only required for initial SharePoint setup).
2.) Have the Entra Admin complete the SharePoint connection flow within Spekit.
a.) Open the Spekit Web App.
b.) Click Settings (the gear icon).
c.) Click Connect.
d.) Click Connect SharePoint.
e.) When prompted, enter your Microsoft credentials (email and password) to securely connect the SharePoint account.
3.) In the Entra ID Portal, the Entra Admin will go to Enterprise Applications > Spekit Storage Integration > Permissions and grant admin consent for Spekit (reference)
4.) Once that’s done, your Account Admin users will now be able to sync and manage SharePoint content in Spekit.
How to Set Up Content Syncing from SharePoint
There are two ways you can set up content syncing from SharePoint:
Option 1: Using the New Button
For Experts, Team Admins, and Account Admins:
1.) Open the Spekit Web App.
2.) Click the Team Hub button, and click + Add New.
3.) Select File Sync.
4.) Click Connect SharePoint.
5.) A pop-up will appear prompting you to connect your SharePoint account and Spekit.
6.) After setting up the connection, you'll be able to select specific files to sync into Spekit.
Option 2: Using the Settings Page
For Account Admins Only:
1.) Open the Spekit Web App.
2.) Click Settings (the gear icon).
3.) Click Connect.
4.) Click Connect SharePoint.
5.) A pop-up will appear prompting you to connect your SharePoint account and Spekit.
6.) After setting up the connection, you'll be able to select specific files to sync into Spekit.
How to Sync Files from SharePoint
Once the SharePoint connection is set up, syncing files or folders into Spekit is quick and easy:
1.) Open the Spekit Web App or Spekit Chrome Extension.
2.) Click the Team Hub button, and click + Add New.
3.) Click File Sync.
4.) Use the navigation or search bar to locate and choose the SharePoint files or folders you want to sync.
5.) Click Next once you’ve finalized your selections.
6.) Assign the selected files to the relevant Spekit Topic(s) for easy organization and discovery.
7.) Fill in any Custom Fields to provide additional context and improve file usability.
8.) For customers with trackable links enabled: Toggle the option to allow external sharing of the files, if needed.
9.) Click Sync Files to complete the process.
Best Practices for Syncing SharePoint Content into Spekit
Why sync SharePoint content into Spekit?
Syncing SharePoint files into Spekit ensures your team always has the most up-to-date, trusted content in the tools they use every day. Instead of hunting through folders or relying on old versions, reps get the right deck, template, or doc—instantly.
Better yet, when you sync files, that content is also surfaced by Spekit’s AI Sidekick in the flow of work, so your team can quickly find and apply the right messaging, deck, or template without breaking focus.
1. Define who syncs what
- Who can sync? Admins, Team Admins, and Experts.
- Who should sync? Usually the content owner or enablement lead responsible for keeping it updated.
👉 Best Practice: Define in advance who owns syncing each type of content (e.g., Sales Ops owns pricing sheets, Marketing owns decks). Spekit will auto-detect duplicate files, but this will get you ahead of duplicative efforts.
2. Establish ownership & governance
Even though AI Sidekick makes all synced content easy to find and engage with in the flow of work, structure still matters for governance, ownership, and consistency.
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Spekit Topics for governance: Assign synced files to the right Topics & Experts so content owners (Enablement, Marketing, Sales Ops) know what they’re responsible for maintaining.
- Example: Marketing owns everything in the “Customer Stories” Topic, while Enablement owns “Sales Plays.”
- Supported file types only: PDFs, PPTX, DOCX, & XLSX.
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Sync from the right place: Sync directly from a Team Site and refrain from syncing content only one person has access to.
- Example: Instead of syncing from your personal folder, save the team’s competitive matrix in a shared “Sales Enablement” Site and sync from there.
👉 Best Practice: Use Spekit Topics to reflect content ownership and store source files in SharePoint’s Shared Sites — not personal folders or OneDrive shortcuts — so your synced content is reliable and maintained.
3. Decide what to sync (and what to upload)
Not everything in SharePoint belongs in Spekit. Focus on the content that will help reps move deals forward—whether it houses important internal knowledge for sellers, or is a core resource reps should share with buyers.
Sync files when they are:
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Living docs that evolve (sales decks, pricing sheets, updated messaging).
- Example: Marketing syncs the “Why Us” deck so sellers always have the latest version to present.
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Templates or base docs that reps should copy/customize for deals.
- Example: Enablement syncs a proposal template so reps can spin up custom versions for prospects.
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Upload files when they are:
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Static or “moment in time” docs (QBR recaps, signed contracts, one-off reports).
- Example: A year-end performance report uploaded for reference.
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Static or “moment in time” docs (QBR recaps, signed contracts, one-off reports).
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👉 Best Practice: Sync content that needs to stay current and that reps should access and share consistently.
4. Measure impact & usage with the Buyer Engagement Dashboard
Syncing files into Spekit is the first step—knowing if they’re being used is the second. Spekit shows engagement data in the Buyer Engagement Dashboard so you can see what content is being used by reps and shared with buyers.
- Enablement Example: Check if your new battlecard is actually being pulled into deals.
- Marketing Example: Measure how often your latest deck is customized and shared externally.
👉 Best Practice: Use the Buyer Engagement Dashboard to identify high-value content, retire ineffective materials, and prioritize updates where they’ll have the most impact.
5. Keep Spekit & SharePoint in sync
Spekit automatically refreshes synced files from SharePoint within a few hours. You can also Force Sync on any individual file in Spekit to push updates faster.
To keep the connection active and reliable:
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Ensure at least one SharePoint account stays connected to Spekit at all times.
- Be sure that Microsoft 365 CoPilot admins (usually IT) does not change the enterprise application setting allowing Spekit’s access to SharePoint files
- Have multiple connected accounts so updates don’t stop if one user disconnects.
👉 Best Practice: Assign an Admin or Expert to periodically confirm that core files (like sales decks or pricing sheets) are still syncing and current.
When done right, syncing SharePoint content into Spekit means your reps always have the latest and greatest material at their fingertips—organized, accessible, and surfaced by AI Sidekick right in their flow of work—so they can focus on selling, not searching.
How to Disconnect from SharePoint
There are two ways you can disconnect from SharePoint:
Option 1: Using the File Sync Modal
For Experts, Team Admins, and Account Admins:
1.) Open the Spekit Web App.
2.) Click the Team Hub button, and click + Add New.
3.) Select File Sync.
4.) Click Disconnect.
5.) A confirmation pop-up will appear, click Yes, disconnect.
Option 2: Using the Settings Page
For Account Admins Only:
1.) Open the Spekit Web App.
2.) Click Settings (the gear icon).
3.) Click Connect.
4.) Click Disconnect.
How to Update a Synced PDF from SharePoint
If you have a PDF in your Spekit org that is synced from SharePoint, you can update the file without having to re-sync it. This is a great way to maintain your existing content while ensuring it stays up-to-date. To do this, you'll need to replace the original PDF directly within SharePoint.
When you replace the file in SharePoint, it's crucial to do so in a way that maintains the original file ID. This ensures that the link connected to your Spekit content remains valid.
Step-by-Step Guide
1.) Prepare the New PDF. Ensure the new version of your PDF has the exact same name and file extension (e.g., report.pdf) as the original PDF in your SharePoint document library.
2.) Upload the New PDF to SharePoint. Navigate to the SharePoint document library where the original PDF is located. Click the "Upload" button and select "Files".
3.) Choose "Replace existing file". When you upload the new file, SharePoint will recognize that a file with the same name already exists. You will be prompted to either "Replace the existing file" or "Keep both files." Select "Replace the existing file."
4) Verify the Update. The old PDF will be replaced with the new one while keeping the same file ID. To confirm, you can open the document in SharePoint using its original link.
Important Considerations
- Versioning: If your SharePoint library has versioning enabled, you can still access and restore previous versions of the PDF if needed.
- Link Integrity: This process preserves the link integrity, meaning your Spekit content and any other links to the document will remain valid. Do not rename or move the file in SharePoint after the replacement, as this will break the link.
- Content Approval: If content approval is enabled in your SharePoint library, the new PDF may need to be approved by an administrator before the updated content becomes visible to users.