Ingest KB from SharePoint

Overview

Permissions for SharePoint can be managed through Microsoft Graph. The configuration of your integration will vary depending on the permission settings required. Barista can ingest knowledge and allow access to the content of a knowledge base or knowledge article based on Microsoft Graph permissions.

note

If you have a single site to use as a knowledge base, this option is recommended. If you have multiple sites and knowledge bases, Barista runs an algorithm to verify access to documents, folders, and sites before displaying content to the user.

Please discuss your options with a Resolve Professional to ensure you have the correct configuration. For more information on permissions when creating an app in Microsoft Azure, see Configuring Azure in Barista.

Pre-Requisites

• A Resolve Professional is required to set up this integration for the first time. Please ensure this integration is completed during a call that also involves an Azure admin from your organization, and that the prerequisites are discussed in advance.
• An Espressive admin account.
• Access to an Espressive tenant. You will need access to the Barista Control Center for the setup.
• A Microsoft SharePoint integration configured in your local tenant.
• An app registered within the Azure Portal.

Barista App in the Azure Portal

Your Azure admin will need to provide the following information from the Azure app:

Client ID
Client Secret ID
Tenant ID

The integration with SharePoint uses authentication on behalf of the user. The permissions required for the integration are listed below:

Permission	Type	Description	Justification
email	Delegated	View users' email addresses	Required for all app registrations
offline_access	Delegated	Maintain access to data you have given it access to	Required for all app registrations
profile	Delegated	View users' basic profile	Required for all app registrations
OpenId	Delegated		Required for all app registrations
User.Read	Delegated	Sign in and read the user profile	Required for all app registrations
Sites.Read.All	Delegated	Allows the application to read documents and list items in all site collections on behalf of the signed-in user	Required for SharePoint
Sites.Read.All	Application	Allows the app to read documents and list items in all site collections without a signed-in user	Required for SharePoint
Files.Read.All	Delegated	Allows the app to read all files the signed-in user can access	Required for SharePoint
Files.Read.All	Application	Allows the app to read all files in all site collections without a signed-in user	Required for SharePoint

Integrate Barista with SharePoint through Barista Admin

These steps must be performed by a Barista admin.

1. Go to Barista Admin > Integration Hub.

2. Hover over SharePoint to display the Configure button, then click it.

3. The Content Sync tab is displayed.

note

If this is your first time integrating SharePoint with Barista, skip this tab for now and go directly to the Connection Settings tab.

4. Enter the information described in the prerequisites section.

5. Click Save.

6. If no errors appear, click Test Connection. A notification confirms that the connection was successful.

Add Credentials and Configurations from Barista Control Center

If the integration cannot be completed through the Integration Hub, a Barista admin can complete it through the Barista Control Center. This is useful when you need to verify access to knowledge before Barista can provide it to users.

Define Access Type

1. Navigate to Barista Control Center > System Configurations.
2. Search for barista.nlp.kb_service.sharepoint.user_access_check_type.
3. Select SharePoint or Graph, depending on your needs.
   • SharePoint: Barista verifies access to documents, sites, folders, and users.
   • Graph: Access is defined by user only.
4. Navigate to Integrations > SharePoint.
5. Click Edit.
6. In the Configurations field, enter the Microsoft Graph API URL.
   • Select the sites to include in the pull, or include all sites if the access type selected in Step 3 is SharePoint so Barista can verify access to each document, folder, and site for each user.

If you have only one document type (for example, Q&A), the configuration may look like this:

{
  "url": "https://graph.microsoft.com/v1.0",
  "sites": "KnowledgeBase"
}

For a pull with n categories (n > 1), add all keys as a comma-separated string:

{
  "url": "https://graph.microsoft.com/v1.0",
  "sites": "KnowledgeBase1, KnowledgeBase2, ..., KnowledgeBase(n)"
}

Pull Knowledge Articles from SharePoint

1. In Barista Control Center, go to Barista > Knowledge Base Support > Manage Content.
2. Select SharePoint as the source.
3. Under Action, select Sync All.

Verify Ingested Articles

1. Navigate to Barista > Knowledge Base Support > Check Content.
2. Verify that the knowledge bases have been ingested. Select an individual knowledge base to verify its contents.

Ingestion Options

Ingest All or Select Sites

Barista can ingest all SharePoint sites or only selected sites.

This is configured in Barista Control Center > Integrations > SharePoint by editing the Configuration field.

To ingest only specific sites, add the site name to the sites field:

{
  "url": "https://graph.microsoft.com/v1.0",
  "sites": "Baristademo KB Site"
}

To ingest all sites, replace:

"sites": "Baristademo KB Site"

with:

"ingest_all_sites": TRUE

Ingest Specific Formats

Barista can be configured to ingest only specific document types. In the Microsoft SharePoint integration, add the following configuration with a comma-separated list of document types:

{
  "allowed_types": "pdf, docx, doc, aspx, txt"
}

If this configuration is not added or is malformed, Barista ingests all supported document types.

Edit Size Limit for Files

To configure the maximum file size, use:

barista.nlp.knowledge_base_support.ingestion.kb_max_size (default: 500000)

note

This configuration is not seeded. The recommended value is 5 MB (5242880).

Errors

If you receive the following error:

Failed to add/update article (article_id: 1c7480fd-5f9a-4eaa-8d62-3449f985376c)! Reason: Article size is 1632202, which is larger than allowed: 500000

Increase the size limit configuration.

Edit Size Limit for PDF Files

PDF ingestion can also be limited by the number of pages.

Navigate to Barista Control Center > System > Configurations and update the Page limit.

Name	Default value
barista.nlp.kb_support.ingest.pdf_page_limit	None

note

If this configuration does not exist, contact an Espressive Professional.

Enable User Access Check

note

You must synchronize users from Azure before enabling user access checks.

The User Access Check API is seeded into tenants with existing SharePoint integrations.

To validate access, open the integration and locate the User Access Check API.

Inside the API, verify that a method named User Access Check exists.

Enable user access checks for this source by setting the following configuration:

barista.nlp.knowledge_base_support.user_access_check.enable