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Sharepoint Integration (Content Syncing)

Andrea Park
Updated

Keep your team on the latest content by syncing files and pages directly from SharePoint to Spekit. This guide covers what the integration does, what you need before you start, first-time setup, how to connect and sync, how SharePoint Pages behave, best practices, how to update a synced PDF, and how to disconnect.

Governance note: Syncing SharePoint content into Team Hub Topics requires Account Admin, Team Admin, or Expert access in Spekit. This restriction does not apply to Deal Rooms, where users can sync SharePoint content directly within their own Deal Rooms.

 

📌 Quick-Jump Topics

 

1. What the SharePoint integration does

The SharePoint integration connects your SharePoint Online environment to Spekit, so the files and pages your team relies on stay current in Spekit without manual re-uploads. Sync a resource once, and Spekit refreshes it for you as it changes in SharePoint.

 

Synced content is more than stored, it is surfaced. Files and pages you sync are searchable in Spekit and served up by the Spekit AI Sidekick in the flow of work, so your team finds the right resource without leaving the tool they are in.

 

Key benefits:

Benefit What it means for your team
Real-time syncing Spekit refreshes synced SharePoint content automatically, so reps always see the current version.
Centralized resources Playbooks, case studies, and reference docs live in one place and surface through search and AI Sidekick.
Less manual upkeep Update the file or page once in SharePoint. No re-uploading to keep Spekit current.

 

2. Before you start

Confirm a few things so setup and syncing go smoothly.

Requirement Detail
SharePoint plan SharePoint Online with a Microsoft 365 Business or Enterprise license.
Spekit access Account Admin, Team Admin, or Expert to sync into Topics. Deal Room users can sync within their own Deal Rooms.
Entra admin consent First-time setup needs your organization's Entra Admin to grant consent once. See section 3.
Versioning for Pages To sync SharePoint Pages, enable both minor and major versioning on the specific site you pull from. Without this, pages may not import.

 

💡 Pro Tip: Sort out the Entra admin-consent step before your rollout, not during it. It is a one-time approval, but if your IT admin is not expecting the request it can stall your launch for days.

 

3. First-time setup (Entra Admin)

The first SharePoint connection needs a one-time approval from your organization's Entra Admin. After this is done once, your Account Admins and Experts can connect and sync without repeating it.

⚠️ Important: Initial setup requires your organization's Entra Admin to be temporarily added as an Account Admin in Spekit. This is only required for the initial SharePoint setup.

  1. Temporarily add your organization's Entra Admin as an Account Admin in Spekit.
  2. Have the Entra Admin complete the connection in Spekit:
    1. Open the Spekit Hub (Web App).
    2. Click Settings (the gear icon).
    3. Click Connect.
    4. Click Connect SharePoint.
    5. When prompted, sign in with your Microsoft account to securely connect SharePoint.
  3. In the Entra ID Portal, the Entra Admin goes to Enterprise Applications → Spekit Storage Integration → Permissions and grants admin consent for Spekit.
  4. Once complete, your Account Admin users can sync and manage SharePoint content in Spekit.

 

💡 Pro Tip: Once consent is granted, you can remove the Entra Admin's temporary Account Admin access in Spekit if you want to keep your admin list tight. The consent stays in place.

 

4. How to set up content syncing

After the integration is enabled, there are two ways to start syncing. Use whichever fits your role and where you are working.

Option 1: Using the +Add New button

Available to Experts, Team Admins, and Account Admins.

  1. Open the Spekit Hub (Web App).
  2. Click the Team Hub button, then click + Add New.
  3. Select File Sync.
  4. Click Connect SharePoint.
  5. In the pop-up, connect your SharePoint account.
  6. Once connected, you can select the site and content to sync into Spekit.

Option 2: Using the Settings page

Available to Account Admins only.

  1. Open the Spekit Hub (Web App).
  2. Click Settings (the gear icon).
  3. Click Connect.
  4. Click Connect SharePoint.
  5. In the pop-up, connect your SharePoint account.

 

5. How to sync files and pages

Once connected, choose the specific content to bring into Spekit. Your whole SharePoint environment does not sync, only what you select.

  1. Open the Spekit Hub (Web App) or the Sidekick (Chrome Extension).
  2. Click the Team Hub button, then click + Add New.
  3. Click File Sync.
  4. Use the navigation or search bar to find the SharePoint files, folders, and published pages you want to sync.
  5. Select your content and click Next.
  6. Assign it to the relevant Spekit Topic(s) so it is organized and easy to find.
  7. Fill in any Custom Fields to add context and improve usability.
  8. For customers with trackable links enabled: toggle external sharing on if reps will share the content with buyers.
  9. Click Sync Files to finish.

⚠️ Important: SharePoint sites with "portals" or "app catalog" anywhere in their URL (for example, customer-portals) may not appear in the site picker. This is a known limitation, not a permissions issue. Contact the Spekit support team if a site you expect to see is missing.

 

💡 Pro Tip: Sync a whole folder rather than picking files one by one when a team owns a stable set of resources. New files added to that folder in SharePoint come into Spekit on the next sync, so you are not back in the picker every week.

 

6. How SharePoint Pages sync

SharePoint Pages behave a little differently from files, because SharePoint tracks published state and versions. Knowing these rules up front prevents surprises about what does and does not appear.

Behavior What to expect
Published content only The file picker shows only content that is published in SharePoint. Drafts and unpublished pages do not appear.
Major versions only Spekit syncs major versions (for example, 3.0). Minor version drafts (for example, 3.1) are ignored during sync.
Versioning must be enabled Enable both minor and major versioning on the site you pull from, or pages may not import.
Unpublishing does not remove Unpublishing a page in SharePoint does not remove it from Spekit. Manually manage or delete the content in Spekit if it should no longer appear.

 

💡 Pro Tip: Treat unpublishing in SharePoint and removing in Spekit as two separate steps. If you retire a page in SharePoint, add a quick reminder to delete it in Spekit too, or reps may keep surfacing a page you meant to pull.

 

7. Best practices for syncing SharePoint content

These build on the general syncing best practices in the Content Syncing Overview. The habits below are specific to SharePoint.

Best practice Why it matters
Sync from a shared Team Site, not a personal folder Store source files in a shared SharePoint Site rather than a personal folder or OneDrive, so the content stays reliable and maintained even if one person is out or leaves.
Protect the SharePoint connection Make sure your Microsoft 365 admins (usually IT) do not change the enterprise application setting that allows Spekit's access to SharePoint files, or syncing will stop.
Update files with Replace, not delete-and-re-upload Using SharePoint's Replace option keeps the same file ID, so Spekit auto-updates. Uploading a new file with the same name creates a new ID and must be re-synced. See section 8.
For Pages, publish and enable versioning Only published pages sync, and only their major versions. Enable both minor and major versioning on the site, and remember that unpublishing a page in SharePoint does not remove it from Spekit. See section 6.

 

8. How to update a synced PDF

If a PDF in Spekit is synced from SharePoint, you can update it without re-syncing by replacing the original file in SharePoint. The key is to keep the original file ID so the link to your Spekit content stays valid.

  1. Prepare the new PDF. Give the new version the exact same name and file extension as the original (for example, report.pdf).
  2. Upload it to SharePoint. Go to the document library where the original is stored, then click Upload → Files and select your new file.
  3. Choose "Replace existing file." When SharePoint sees a file with the same name, choose Replace the existing file rather than keeping both.
  4. Verify the update. SharePoint keeps the same file ID. Confirm by opening the document using its original link.

Keep in mind:

  • Versioning: If your SharePoint library has versioning enabled, you can still restore previous versions of the PDF if needed.
  • Link integrity: This preserves the link, so your Spekit content stays valid. Do not rename or move the file in SharePoint after replacing it, or the link will break.
  • Content approval: If content approval is enabled in your library, an admin may need to approve the new PDF before it becomes visible.

 

💡 Pro Tip: Never "delete and re-upload" a synced PDF to update it. That creates a new file ID and breaks the Spekit link. Always use Replace so the same ID carries through and Spekit updates on its own.

 

9. How to disconnect from SharePoint

There are two ways to disconnect your SharePoint account from Spekit. Content already imported stays in Spekit, but future changes will not sync, and other connected accounts keep working.

Option 1: Using the File Sync modal

Available to Experts, Team Admins, and Account Admins.

  1. Open the Spekit Hub (Web App).
  2. Click the Team Hub button, then click + Add New.
  3. Select File Sync.
  4. Click Disconnect.
  5. In the confirmation pop-up, click Yes, disconnect.

Option 2: Using the Settings page

Available to Account Admins only.

  1. Open the Spekit Hub (Web App).
  2. Click Settings (the gear icon).
  3. Click Connect.
  4. Click Disconnect.

 

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