OneDrive & AlphaSense

OneDrive Integration: How to Set Up and Manage

This guide explains how to set up, manage, and monitor your OneDrive integration with AlphaSense. You’ll learn how to connect your account, sync files, manage access, and troubleshoot common issues.

• Accessing the Integration
• Setting up the Integration
  • Connection Types
  • Prerequisites for Shared Connection
  • Authentication
• Sync Data from OneDrive
  • Supported File Types
  • Data Syncing Process
• Tags and Sharing
• Managing the Integration
  • Monitoring
  • Reporting
• Security and Permissions
• Known Limitations
• Trouble Shoot & FAQs

Accessing the OneDrive Integration

To access the OneDrive integration:

1. Navigate to the Integration Center.
2. Select OneDrive under the File Storage category.

The Integration Center is your central hub for managing all aspects of the integration.

Setting Up the Integration

During your first setup, you’ll configure OneDrive with AlphaSense. This allows you to sync selected files and folders for search and analysis.

Connection Types

AlphaSense supports two connection types:

Individual Connection

• Designed for personal use.
• Documents are visible only to the individual user.
• Permissions are not mirrored from OneDrive.

How it works:

• You connect your own OneDrive account to AlphaSense.
• Select folders or files to sync.
• You control which files are synced and how they are shared in AlphaSense.

This option is ideal if you want to manage your own data independently.

Shared Connection

• Designed for team use.
• Permissions mirror those in OneDrive.
• Only users with viewing rights in OneDrive can see the documents in AlphaSense.

How it works:

• A OneDrive Admin sets up the shared connection.
• The Admin selects which folders to sync.
• Access permissions remain consistent between OneDrive and AlphaSense.

Note: Permissions cannot be overridden in AlphaSense.

Prerequisites for Shared Connection

To enable a Shared Connection:

1. Each user submits a connection request within AlphaSense.
2. A designated OneDrive Admin reviews and approves the request.
3. Once approved, the connection is established with permissions mapped from OneDrive.

Authentication

1. Open the Integration Center in AlphaSense.
2. Select OneDrive and click Connect OneDrive.
3. Follow the on-screen instructions:
   1. Choose Individual or Shared connection.
   2. Connect your OneDrive account.
   3. Select the files and folders to sync.
4. Click Continue & Link Account.

Permissions Required: OneDrive integration requires read only permission to access all the data you further wish to sync. Data will not be synced until you make the selection. 

Sync Data from OneDrive

File Access in OneDrive

AlphaSense can sync:

• My files: All files you created.
• Shared: Files shared with you directly or via Azure groups (shown in folders labeled Shared).
• Files not in a folder: Files shared with you but not placed in a folder.
   

Supported File Types

AlphaSense supports the following formats:

• Documents: .txt, .doc, .docx, .pdf, .html, .htm
• Spreadsheets: .xls, .xlsx, .xlsb, .xlsm, .csv, .tsv, .ods
• Presentations: .ppt, .pptx
• Email: .msg, .eml
• OneNote: .one\

Data Syncing Process

• AlphaSense automatically syncs with OneDrive every 15 minutes.
• File changes and permission updates in OneDrive are reflected in AlphaSense during the next sync.

Tags and Sharing

• Tags: Add tags to categorize files for faster searches. You can tag items individually or in bulk.

• Manual Sharing: Available only for Individual connections. You can configure sharing settings for specific folders or files.

Managing the Integration

After setup, manage your integration from the Integration Center:

1. Open the Integration Center and select OneDrive.
2. Under Manage Configuration, you can:
   1. Add or remove synced items.
   2. Adjust tags or sharing settings (for Individual Connections).
   3. Sync updated configurations.

Monitoring

Use the Monitoring tab to track activity and detect issues:

Information displayed:

• File Name: The document being processed.
• Status:
  • Processing: File is being indexed.
  • Synced: File is available for search.
  • Error: File failed to sync.
• Last Activity: Timestamp of the most recent action.

Steps to Access:

1. Go to OnDrive > Monitoring.
2. Review recent syncs and statuses.
3. For errors, check the Reports section.

Reporting

The Reports tab provides logs and diagnostics:

Report Types

• Full Audit Log: Tracks all file transfers, including metadata.
• Error Report: Lists issues with error codes and details.
• Skipped Files Report: Identifies files excluded due to size limits or unsupported formats.

Steps to Access :

1. Navigate to the Reports tab under OneDrive in the Integration Center.
2. Choose either the Full Audit Log or the Error Report or Skipped File Report depending on your needs.
3. Download the report in the desired format for further analysis or audit purposes.

Security and Permissions

• All data transfers between OneDrive and AlphaSense are secure.
• Access rights in AlphaSense mirror your OneDrive permissions.

Known Limitations

• Files shared via Microsoft 365 or SharePoint groups are not fully supported in Shared connections.
• Workarounds:
  • Ask the folder owner to share directly with the users
  • Generate a custom sharing link from the owner’s OneDrive.
• Restricted download permissions in OneDrive prevent syncing.
• Link-based sharing is not supported.
   

Trouble Shoot & FAQs

Which connection types are supported?

• AlphaSense supports Individual and Shared connections.

What are the prerequisites?

• Individual: A OneDrive for Business account.
• hared: Admin approval of connection requests.

How often is data synced?

• Every 15 minutes.

Why doesn’t a folder shared via Microsoft 365 Group appear in my Shared view?

• Group-based sharing may not display correctly. Ask the owner to re-share the folder directly with you or generate a custom sharing link.

What permissions are required?

• Shared connections require the Sites.FullControl.All permission to mirror SharePoint permissions correctly.

By following this guide, you can set up and manage your OneDrive integration in AlphaSense effectively while keeping your data secure and accessible.