[Admin Guide] Sync SharePoint Content into Team Hub

Sync SharePoint files and pages into shared Team Hub Topics so your whole team always has the latest version. This guide is for the people who own team-wide content: Account Admins, Team Admins, and Experts.

ℹ️ Before you start: A SharePoint account must already be connected to Spekit, including the one-time Entra consent. Syncing into Team Hub Topics requires Account Admin, Team Admin, or Expert access. To connect, see Connect SharePoint. Reps sync into their own Deal Rooms instead, see Sync SharePoint Content into Your Deal Room.

1. How to sync files and pages

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. Your connected SharePoint sites appear here.
4. Use the navigation or search bar to find the files, folders, and published pages you want.
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.
8. If reps will share the content with buyers, toggle external sharing on (for customers with trackable links enabled).
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.

2. 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.

💡 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.

3. 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.

4. Best practices

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