This document has been developed for those customers’ end users who are using Shelf Knowledge Management System (Shelf KMS) with the Content Integration Layer feature to manage and handle various content both stored in Shelf KMS and in external platforms integrated via CIL. The document’s goal is to answer the following questions: 

• What is the Shelf Content Integration Layer?

• What purposes does this feature serve?

• What is a Microsoft SharePoint Connector?

• How is it configured?

• How is it used in practice?

If you require further assistance, feel free to contact us at support@shelf.io or from the in-app chat support within the Shelf platform.

For proper operation of your SharePoint connector and successful synchronization of your content from the Microsoft SharePoint platform into Shelf KMS, the following preconditions must be met:

• OpenSSL should be installed to perform CLI operations

• Azure Portal Access should be granted to the user under which you are going to perform configurations

• Azure Active Directory Administrator (or Azure Global Administrator) permissions should be granted to the user under which you are going to perform configurations; this level is required for registering applications and granting API permissions in Azure Active Directory

• Admin panel must be accessible on your Shelf KMS account

• Content items (articles, documents, etc.) must be available on your SharePoint account.

Before proceeding to learn how you can configure and use the Shelf integration with your SharePoint resources, you need to be aware of the following content-related constraint(s) coming from the Microsoft side.

When syncing content items from your SharePoint site to Shelf, the sync job may fail with the display of the error message shown on the figure below:

This failure to sync your content occurs when the number of items in your SharePoint library or list exceeds 5,000. Shelf Content Integration Layer and its connectors are not in control of this limitation, which is caused by Microsoft’s List View Threshold (LVT) threshold that is in place to help get consistent performance across all users with queries to the back-end database.

You can read more about the LVT limit and possible solution methods in the dedicated articles created by Microsoft: 

1. Overview of large lists and libraries 

2. The number of items in this list exceeds the list view threshold" when you view lists in Microsoft 365.

If you need additional information or support on this matter, feel free to contact Shelf Support.

• Published Pages only — Draft and checked-out pages are excluded from sync.

• Standard layouts only — Single-column, two-column, three-column, one-third/two-thirds split, and full-width layouts are supported. Content in "Flexible" layout sections is skipped entirely.

• Structure preserved, styling not — Section/column structure and content hierarchy are maintained. Visual styling (colors, fonts, backgrounds, spacing) is not replicated.

• SharePoint Site, being the root of Document libraries, Lists, and Pages, is the container of the highest level and is indirectly mapped at the stage of configuring SharePoint connection profile in Shelf (the Instance URL parameter/value in the RUNTIME SETTINGS block).

• In SharePoint, the top-level containers that hold content are Document libraries, Lists, and Site Pages.

• In Shelf, the top-level container is a Collection. Each connected SharePoint Document library or List appears as a Collection in Shelf. SharePoint Pages are synced as individual Gems (one Gem per published page).

• Folders: Any folder structure inside a connected library (and inside a List where folders are enabled) is preserved as nested Folders within the corresponding Shelf Collection. This includes folders at any depth.

• Content Items:
  • Files stored in a Document library become Gems inside the corresponding Shelf Collection (and within its folders, if applicable).

  • Content Items stored in a SharePoint List become Gems inside the corresponding Shelf Collection for that List.

• Pages: SharePoint Pages are stored in the Site Pages library on each SharePoint site. Each published Page becomes an individual Gem. Pages do not follow the Collection → Folder → Gem hierarchy. Files referenced on Pages appear as links within the Gem; the underlying files are synced separately as standalone Gems from the Images & Documents libraries. 

To work with synced Pages in KMS and for Content Intelligence to process them, you must grant permissions to the Site Pages collection in User Groups > [your user group] > Collection permissions.

• Document library example

  • SharePoint: Site A / "Policies" (Document library) / HR / 2024 / Code-of-Conduct.pdf

  • Shelf: Collection "Policies" → Folder "HR" → "2024" → Gem "Code-of-Conduct.pdf"

• List example

  • SharePoint: Site A / "FAQs" (List) with an item "How do I reset my password?"

  • Shelf: Collection "FAQs" → Gem "How do I reset my password?"

• Page example

  • SharePoint: Site A / Site Pages / "Company Holiday Policy" (published Page with text, a banner, and an embedded PDF)

  • Shelf: Gem "Company Holiday Policy" (extracted page content with a link to the PDF) + Gem "Holiday-Calendar-2025.pdf" (synced separately from the Images & Documents library)

• Selection scope: Each library and each list you select in the SharePoint Connector is created as a separate Collection in Shelf.

• Folder depth: Nested folders in SharePoint remain nested folders in Shelf without changes to depth.

• Content parity: Each SharePoint file or list item maps to a single Gem in Shelf, placed according to the original SharePoint hierarchy (Collection → Folder(s) → Gem).

• Naming: Shelf Collections typically mirror the names of their source libraries/lists. Folder names and item titles/file names are also preserved.

• Pages — published only: Only Pages in the "Published" state are synced. Draft or checked-out Pages are excluded.

• Pages — web part coverage: 6 web part types are currently supported (see the supported web parts table above). Unsupported types appear as blank areas. Additional web part types will be supported in future updates.

• Pages — embedded files as links: Files on a Page appear as links in the page Gem. The files themselves are synced separately from the Images & Documents library. This is by design.

• Pages — Flexible layouts excluded: Content in "Flexible" section layouts is not synced. Use standard layouts to ensure content is captured.

• SharePoint Document library: 
  https://support.microsoft.com/en-us/office/create-a-document-library-in-sharepoint-306728fe-0325-4b28-b60d-f902e1d75939

• SharePoint Folder (in a Document library): 
  https://support.microsoft.com/en-us/office/create-a-folder-in-a-document-library-3d6a8c11-2490-4d6b-8837-f25649a69c56

• SharePoint List: 
  https://support.microsoft.com/en-us/office/create-a-list-0d397414-d95f-41eb-addd-5e6eff41b083

• SharePoint Pages (Site Pages): 
  https://support.microsoft.com/en-us/office/create-and-use-modern-pages-on-a-sharepoint-site-b3d46deb-27a6-4b1e-87b8-df851e503dec

Understanding this mapping up front makes configuration choices and the downstream behavior of the Shelf Content Integration Layer more predictable when integrating with SharePoint.

In-depth configurations and use cases of the Shelf Content Integration Layer are described in the dedicated Shelf Content Integration Layer Feature User Guide mentioned above, but the short example of the CIL workflow is as follows:

1. You access the Content Integration Layer feature in your Shelf KMS (Admin panel).

2. You select one of Shelf-preconfigured connectors or create your custom one (based on the external content repository from which you need to sync content)

3. You create a connection profile that uses the selected or created connector, and configure it: indicate credentials (username/password/API key/token/etc.) to access your external repository. All these credentials and access details can be taken from that external platform, and in the respective section below we will show you how to get them on Microsoft SharePoint.

4. You create a sync flow that uses the created connection profile and configure this sync flow to run either on some specific schedule or on demand. It is here where you can apply filters to tell CIL which exactly content needs to be synced. 

5. You run the created sync flow manually (if set to run on demand) or wait for the scheduled run, and get your content from the needed external source right in Shelf KMS.

For the proper operation of the SharePoint connector to sync your content from Microsoft SharePoint into Shelf KMS, you need to do certain actions in Microsoft SharePoint, Azure and in Shelf.  Read the chapters below to learn what exactly you need to do.

Before proceeding to creating the dedicated apps on Azure, you first need to generate a self-signed certificate that is needed to authorize your Azure apps to access Shelf and vice versa. 

To generate your certificate, complete the following steps.

1. Make sure you have OpenSSL of the latest released version installed on your computer. To do so, open a terminal or a command prompt utility and run the following command
   
   

   Shell openssl version

   
   

   If OpenSSL is installed on your computer, the command will return the version of the installed OpenSSL.
   
   

   Shell C:\Windows\system32>openssl version OpenSSL 3.4.1 11 Feb 2025 (Library: OpenSSL 3.4.1 11 Feb 2025)

   
   

2. Run the following command in your OS-specific terminal
   
   

   Shell openssl req -x509 -newkey rsa:2048 -keyout private.key -out cert.crt -days 365 -nodes -subj "/CN=ShelfConnectors"

   
   

At this step, you need to create a single PEM file by combining the previously generated self-signed certificate and its private key. To do that, run the following command in your terminal

The output should be a file named azure-cert.pem that contains both the certificate and private key. The PEM file, logically, is saved to the same location where the certificate and private key are stored.

At this stage of configurations, you need to create the Connector app in Azure. To do so, follow the below steps.

1. Log in to your account on Azure Portal using the Admin credentials.

2. In the search field on top of the page look for and navigate to App registrations.Figure 2. Finding and selecting the App registrations menu in Azure

3. On the App registrations page, find and select + New registration.
   

   Figure 3. Initiating new registration on Azure
   
   

4. In the form that appears, enter the name for the new app registration - Connector app, and click Register. No other selections/configurations are needed in this form.Figure 4. Registering Connector app on Azure

5. Once Connector app is registered, you are redirected to its page. 

1. When on the Connector app page, under the Manage menu (1) in the navigation panel, find and select the Certificates & secrets option (2). 

2. Then select the Certificates tab (3) and press Upload certificate (4).Figure 5. Accessing Connector app’s certificates and secrets menu and initiating certificate upload

3. In the panel that opens in the right part of the page, upload the previously generated cert.crt file and add some description for it. Press Add once done.Figure 6. Uploading certificate 

1. After the certificate is added to Connector app, open the API permissions option (1) in the menu, and on the Connector app’s permissions page, select + Add a permission (2).Figure 7. Accessing Connector app’s API permissions settings

2. In the pane that appears, select the SharePoint option (3).

   

   Figure 8. Selecting SharePoint for Connector app’s API permissions

3. In the window that appears in the right pane, select the Application permissions option (4) and then select the Sites.Selected checkbox (5). Click Add permissions (6) to save changes.Figure 9. Adding Sharepoint Sites.Selected permissions to Connector app

   Permission	Description
   Sites.Selected	This permission is used specifically to assign a specific SharePoint site in the next step via API (using the Manage Permissions app). It neither provides access to ALL your SharePoints sites nor grants any other permissions to the apps.

   
   

   
   

4. Now you need to get admin consent for Your Tenant on these permissions. If you have the admin level, you can do it yourself by clicking the respective button as shown below. Otherwise, contact your organization’s Azure admin and ask them to do that.

Figure 10. Granting admin consent for Your Tenant

1. Repeat Step 1 from the procedure above.

2. In the pane that appears, select the Microsoft Graph option (2)\Figure 11. Selecting Microsoft Graph for Connector app’s API permissions3. In the window that appears in the right pane, select the Application permissions option (3), in the search field (4) below look for Sites.Selected, and then expand the Sites section (5) and select the Sites.Selected checkbox (6). Click Add permissions (7) to save changes.Figure 12. Viewing added Microsoft Graph permission for Connector app

3. Now you need to get admin consent for Your Tenant on these permissions. If you have the admin level, you can do it yourself by clicking the respective button as shown below. Otherwise, contact your organization’s Azure admin and ask them to do that. Figure 13. Granting admin consent for Your Tenant for Microsoft Graph permission

The Manage Permissions app you are about to create does not share any credentials you may enter here with Shelf. The Manage Permissions app is simply sharing the connector that will be created. See more in Configurations on Microsoft SharePoint side section

1. On Azure Portal, navigate again to App registrations and add a new registration as shown in Figures 2 and 3 above.

2. In the new app registration form, enter the needed name - Manage Permissions app - and click Register. Leave other fields and checkboxes unchanged. Figure 14. Initiating Manage Permissions app registration

Once the app is registered, you are redirected to its page and see the respective notification on top of the page.

Figure 15. Viewing Manage Permissions app page

Now, you need to add specific permissions to the app you have just registered, and then grant admin consent for Your Tenant for it. Follow the below steps.

1. When on the Manage Permissions app page, find and select the API permissions option in the navigation panel as shown in Figure 15 above. 

2. On the page that opens, find and select + Add a permission.

   Figure 16. Initiating permissions granting to Manage Permissions app

   
   

3. In the pane that appears, select the Microsoft Graph option and then select the Application permission
    option. Figure 17.  Selecting Microsoft Graph

4. In the permissions list that expands below, find and select the following permissions by checking the relevant boxes as listed below. Then confirm changes by clicking Add permissions.

Application: 

• Application.Read.All

AppRoleAssignment

• AppRoleAssignment.ReadWrite.All

Sites

• Sites.FullControl.All

Figure 18. Granting Microsoft Graph permissions

Explaining permissions

Permission	Description
Application.Read.All	This permission is required because the Manage Permissions app must be able to read other applications, in our case the Connector app, for providing granular permissions to SharePoint site(s).
AppRoleAssignment.ReadWrite.All	This permission is specifically required to assign new roles/access to other applications, such as the Connector app.
Sites.FullControl.All	This permission is necessary because the Manage Permissions app must have control over sites to assign a selected site to a specific app (in our case the Connector app).

  5. Now, click + Add a permission again but this time select not Microsoft Graph but SharePoint. 

Figure 19. Selecting SharePoint for granting permissions for Manage Permissions app

  6. Then, select the Application permissions option and scroll down to find the Sites.FullControl.All permission. Select it by     checking the relevant box and confirm your selection by clicking Add permissions.Figure 20. Adding specific SharePoint permissions   7.  Once done, all the selected permissions are added. However, to allow Manage Permissions app to make use of them, you need to grant admin consent on these permissions for Your Tenant. If you have the admin level, you can do it yourself by clicking the respective button as shown below. Otherwise, contact your organization’s Azure admin and ask them to do that.

Figure 21. Viewing added permissions and adding admin consent on them for Your Tenant

Once you have created Manage Permissions app and granted all the permissions mentioned above, you need to create a client secret. Follow the below steps to do that.

1. When on the Manage Permissions app page, open the Certificates & secrets menu from the navigation panel.

2. Under the Client secrets tab, find and select the + New client secret button. 

Figure 22. Initiating client secret creation for Manage Permissions app

In the pane that opens, enter some characteristic description for your client secret and select its duration period from the   dropdown menu. Click Add to save changes.Figure 23. Setting client secret values

When the client secret is created, it becomes available on the list, and you can later use it for your needs. Figure 24. Viewing created client secret

For obtaining the needed token, you first need to find and copy 

• Manage Permissions app’s Client ID

• Manage Permissions app’s Tenant ID

• Manage Permissions app’s Client Secret

To get these parameters, perform the following steps. 

2. Once there, find and copy values from the Application (client) ID and Directory (tenant) ID fields. These are your Client    ID and Tenant ID, respectively.  Figure 25. Finding and saving Client ID and Tenant ID for Manage Permissions app

Figure 26. Finding and saving Client Secret for Manage Permissions app

Once all the needed parameters are found and copied, save them to some local file for further use.

Now, you have everything needed to get the Manage Permissions app’s token. To obtain it, complete the below steps.

1. Open a Command Line Interface tool of your choice on your computer. 

2. Check whether your CLI tool supports executing curl commands. For this purpose, run the command curl --version.  If this type of commands is supported, the CLI tool must return the version information as shown below.

   None C:\Users\sergi>curl --version curl 8.9.1 (Windows) libcurl/8.9.1 Schannel zlib/1.3 WinIDN Release-Date: 2024-07-31 Protocols: dict file ftp ftps http https imap imaps ipfs ipns mqtt pop3 pop3s smb smbs smtp smtps telnet tftp Features: alt-svc AsynchDNS HSTS HTTPS-proxy IDN IPv6 Kerberos Largefile libz NTLM SPNEGO SSL SSPI threadsafe Unicode UnixSockets

   If you see this information, you can execute curl commands in your CLI tool; otherwise, contact your organization’s system administrators to resolve this issue.

3. If everything is good with the curl commands support, run the following curl command in your CLI tool:

   None curl --location --request POST 'https://login.microsoftonline.com/{TENANT ID}/oauth2/v2.0/token' \ --header 'Content-Type: application/x-www-form-urlencoded' \ --header 'Cookie: fpc=Ajcx95KUJqhNiW5ym17ySk-gTwiQAgAAAEHYT98OAAAABvcRIAEAAAAs20_fDgAAAA; stsservicecookie=estsfd; x-ms-gateway-slice=estsfd' \ --data-urlencode 'client_id={MANAGE APP CLIENT ID} ' \ --data-urlencode 'scope=https://graph.microsoft.com/.default' \ --data-urlencode 'client_secret={MANAGE APP CLIENT SECRET}' \ --data-urlencode 'grant_type=client_credentials'

   Make sure to replace the placeholders {TENANT ID}, {MANAGE APP CLIENT ID}, and {MANAGE APP CLIENT SECRET} with the proper values  you have found and saved in the procedure above.  

4. If you have entered the correct parameters and the syntax is correct as well, you can expect to get the following response:

   None {"token_type":"Bearer","expires_in":3599,"ext_expires_in":3599,"access_token":"MANAGE PERMISSIONS APP TOKEN"}

   where MANAGE PERMISSIONS APP TOKEN  will be the token you need. Save it to the local file where you have previously saved other parameters. Remember about the 15-minute expiration period.

Once you have obtained and saved the Manage Permissions app’s token, you can proceed to granting permissions to your specific SharePoint site. Follow the below steps to do it. In this case, we would recommend using Postman or other API request processing tool/service, as the response in this case will have a better formatting and it will be easier for you to find the needed site details.

If you know the URL address of your SharePoint site to which you want to grant permissions, open Postman API platform portal or similar platform portal and enter the following command in the New request field. Hit Send request:

Remember to replace {hostname} with your real company’s host, and {specific-site-name} with your relevant SharePoint site name. 

where 

However, it may occur that you don’t remember the URL address of your SharePoint site you want to grant permissions to. In this case, follow the below instructions.

1. Open Postman API platform portal or similar platform portal and enter the following command in the New request field. Hit Send request:

Make sure to replace MANAGE PERMISSIONS APP TOKEN with the real token you have obtained as described in the procedure above.
2. If everything is entered correctly and if no errors occur during the request/processing, you can expect to receive the following response:

Figure 27. Viewing API request response for specific SharePoint site ID retrieval

For example, you want to grant access to the content stored on Acme Finance Group Green site of SharePoint. So you find it in the list and then find and copy this site’s ID, which is "id": "shelf.sharepoint.com,zzzzzzzzzzzzzzz,zzzzzzzzzzz". Once copied, save it to the local file for further use.

Make sure to substitute {SITE ID} with the real site ID you have obtained above. Also, remember to replace {MANAGE PERMISSIONS APP TOKEN} with your Manage Permissions app’s token you have obtained and saved. Finally, replace {SHELF CONNECTOR APP ID} 

Figure 28. Finding and copying Connector app’s Client IDOnce the request is customized to your needs, enter it in the Postman’s New request field and hit Send.

4. If you have entered everything correctly, you should expect code 201 Created in the response. It means that the  permissions to this specific site have been granted for your Connector app. Figure 29. Viewing response to your POST request in Postman

 If the response shows other code, inspect the request for errors personally or ask your organization’s system admin(s) to     help you with that.

Once this step is complete, it means that you have finished all the configurations on the Microsoft side and can proceed to the configurations on the Shelf side. 

You can now use your SharePoint site as a source from which Shelf KMS can sync content. Make sure to add the needed content to the site

From the standard workflow described above you see that to start configuring and using your SharePoint connector you need to access the Content Integration Layer feature. To do so, perform the following steps:

1) Log into your Shelf KMS account using valid credentials.
2) Once logged in, go to the Admin panel by selecting the respective option in the dropdown menu.

Figure 30. Accessing Admin panel in Shelf KMS

Figure 31. Accessing CIL modules in Admin panel

In fact, no configurations are needed for your SharePoint connector. It is prebuilt and preconfigured by Shelf. You can see it in the connector list that appears once you select the Custom Connectors option in the Content Integration Layer section and access the CUSTOM CONNECTORS page. The table grid there also shows that the SharePoint connector is of the Pull type, which means that it retrieves content from external sources into Shelf.Figure 32. Viewing SharePoint connector in CIL

What you need to do next is to create and configure a connection profile dedicated to work with the external content source such as your Microsoft SharePoint instance. 

The SharePoint connector supports custom fields, allowing you to define a custom fields schema that maps SharePoint metadata (such as custom columns) to Shelf content fields. This enables richer content indexing and streamlined filter configuring in content segments and gap customization in Shelf Content Intelligence.

Custom fields are configured at the connector level. Once defined, the schema applies to all sync flows using this connector and ensures that the relevant SharePoint metadata is captured during synchronization.

To learn how to define and manage custom fields schemas, including supported field types and configuration examples, refer to the Custom Fields Essentials article on the Shelf Developer Portal.

The SharePoint connection profile is a feature that uses the prebuilt SharePoint connector and allows Shelf KMS to access, authenticate on Microsoft SharePoint, and communicate with it to find and sync content stored there. But to enable its proper operation, you need to create and configure it as described in the procedure below.

2)

In the CONNECTION PROFILES window that appears, you see the list of available connection profiles. Neither the prebuilt nor other custom connection profiles can be used for communicating with SharePoint, so you need to create a new connection profile. Click the Create connectionprofile button to start.

Figure 33. Accessing CIL connection profiles and starting creating new connection profile 

3) The CREATE CONNECTION PROFILE page that opens is where you need to do all the configurations for the SharePoint connection profile you create. You need to indicate the connector - SharePoint - to be used for the profile, add some description, if needed, indicate the authentication method, and fill in other important details grouped under the RUNTIME SETTINGS and CREDENTIALS sections.Figure 34. Configuring SharePoint connection profile in Shelf

In the RUNTIME SETTINGS section, you need to enter your SharePoint Instance URL which is the address of your specific SharePoint site to which you have granted permissions as described in the above section.

The site address should look like

In the CREDENTIALS section, there are 3 fields to be populated:

• Client ID

• PEM Private Key

• Realm

All these details you already have on hand: 

• you have copied and saved the Client ID (1) and Tenant ID (2) values of your Connector app you created, registered, and configured on Azure. 

•  you have generated the self-signed certificate and private key and combined them into the PEM file and saved that file to your local computer.

Paste the Application (client) ID value into the Client ID field, the Directory (tenant) ID value into the Realm field, and, finally, the PEM file contents, inclusive of the - - - - - BEGIN CERTIFICATE - - - - - and - - - - - END PRIVATE KEY - - - - - , into the PEM Private Key field. 

Fields with the asterisk symbol (*) are mandatory. If they are left blank, you are not able to save the connection profile you are creating.

Now that you have configured the SharePoint connector and connection profile, you need to create and configure the SharePoint sync flow. Sync flows are basically sets of instructions telling Shelf KMS what content and when it needs to pull from external sources, in our case - SharePoint.

To create and configure the SharePoint sync flow, perform the following steps.

2) On the SYNC FLOWS page that opens, click the Create sync flow button. Figure 35. Starting creating SharePoint sync flow

3)

In the CREATE SYNC FLOW form that appears, select the needed connection profile from the dropdown list that opens if you click in the respective field. In our case - Microsoft SharePoint CProfile. Add some title for your sync flow, and description if needed. 

Figure 36. Configuring SharePoint sync flow

4) You also need to tell Shelf how to run content synchronization: if you want it to be a scheduled procedure, select the On-schedule checkbox, and if it needs to be a manual procedure, select the On-demand checkbox. Figure 37. Configuring scheduled run of SharePoint sync flow

5)

Finally, you can optionally add filters to apply to the content syncing from SharePoint into Shelf KMS. To do so, click ADD FILTER and then select the filter type, criterion, and value. 

Figure 38. Applying filter to content sync from Microsoft SharePoint storage

Shelf CIL currently supports the following filters in relation to content stored on Microsoft SharePoint platform and synced into Shelf KMS:

• Title: filters content items by their title; requires further streamlining through one of the available criteria: equal to (syncs only those content items which title(s) is(are) indicated in the Value field) or not equal to (syncs all content items which title(s) are other than that/those indicated in the Value field)

• Created At: filters content items by the date/time when they were created; used with one of the available criteria: equal to (syncs content items created on a date indicated in the Value field), less than (syncs content items created before a date indicated in the Value field), and greater than (syncs content items created after a date indicated in the Value field)

• Updated At: filters content items by the date/time when they were last updated; used with one of the available criteria: equal to (syncs content items last updated on a date indicated in the Value field), less than (syncs content items last updated before a date indicated in the Value field), and greater than (syncs content items last updated after a date indicated in the Value field)

• Collection Name: filters content items by the name of collection they are stored in; can acquire one of the following available criteria: equal to (syncs only those content items that are stored in the collection(s) named in the Value field) or not equal to (syncs all content items that are stored in any collections other than those indicated in the Value field)

• Folder Name: filters content items by the name of folder they are stored in; can acquire one of the following available criteria: equal to (syncs only those content items that are stored in the folder(s) named in the Value field) or not equal to (syncs all content items that are stored in any folders other than those indicated in the Value field).

For understanding the relationship between content-specific entities—collections, folders, content items etc., see the dedicated chapter above.

Once done, click the Create button to finish your SharePoint sync flow creation.

Once you have created the SharePoint sync flow, you can either wait until it performs the content sync per schedule (if you have selected the On-schedule option for the sync flow run type), or start the sync manually at any time (if you have selected the On-demand option for the run type).

To manually start syncing your content from SharePoint into Shelf, follow the below steps.

1) Open the newly created SharePoint sync flow, find and go to the Jobs tab in its window.

2) In the Jobs tab window, find and click the Trigger now

 button to start syncing content. 

Figure 39. Manually running content syncing from SharePoint into Shelf

3) In the popup window that appears, confirm the sync start by clicking the Sync button.Figure 40. Confirming sync start

4) Once done, the sync job is started and becomes visible in the list of sync jobs.Figure 41. Viewing running SharePoint sync job

The sync job can be triggered manually both for the on-schedule and on-demand sync flows, unless there is a sync job running at that time.  In the first case, the manually triggered job overrides the schedule set for the sync flow. At the same time, the sync flow execution will resume to occur per schedule after the manually triggered sync job is finished. If you manually trigger the sync flow job, it starts immediately. If there is a running sync job in this sync flow when you attempt to start a new job, this new job will not be created and, respectively, the content sync will not be started. In this case you will see the error message informing that the job is already running.  If there are no other sync jobs running in this sync flow, the Jobs tab window refreshes, and a new job with the IN PROGRESS status appears in the table grid.

Figure 42. Stopping sync job

Once the sync job triggered manually or on schedule is finished, you will see it to change the status to SUCCESS (if the sync was successful) or FAILED (if some issues occurred during the sync). In the latter case, check your configurations in the SharePoint connection profile and sync flow and rerun the sync job. 
Figure 43. Viewing sync job status

If the sync was successful, you can see the recently synced content directly from this window. To do so, open the Recent Sync tab and check the content items synced from SharePoint into Shelf. Figure 44. Viewing recently synced content from SharePoint

Even when you successfully configured the SharePoint connector, connection profile, sync flow, run the sync job and pulled the content from your SharePoint repository, you need to add SharePoint collections to the permitted sources via Shelf’s User Groups feature. Otherwise, you will not be able to search for the synced content and otherwise manage it in Shelf KMS.

To set the mentioned collection permissions, go back to the Admin panel where find and select the User Groups option in the left sidebar menu. Select the needed user group from the list to open it.Figure 45. Accessing User Groups in Shelf

Figure 46. Starting to set SharePoint collection permissions in Shelf

Figure 47. Selecting SharePoint collection(s)

Figure 48. Viewing added SharePoint collection(s)

If you have synced any SharePoint Pages, make sure to add their library (which corresponds to Shelf’s Collection entity) - Site Pages - in User Groups > [your user group] > Collection permissions.

Custom columns from the SharePoint library will be mapped to custom fields on the document in Content Intelligence. For supported columns, their values appear on the Custom fields tab for each document. For example, if you have a Tags column defined in SharePoint as a managed metadata field, the selected tag values will populate the Tags custom field for the corresponding document in Content Intelligence.Figure 55. Adding and viewing Tags column for SharePoint document

Figure 56. Verifying User documents custom field (tag) retrieved by Content Intelligence 

The SharePoint connector syncs specific SharePoint custom column types from your SharePoint content and surfaces them as document‑level custom fields in Content Intelligence.

Table 1. SharePoint Column Types and Their Representation in Content Intelligence

Columns marked No are ignored during sync and do not appear on the Custom fields tab. 

Complete information about SharePoint’s columns and their types can be found in the dedicated SharePoint Help article. 

For the most up‑to‑date list of supported SharePoint column types in your environment, or if you need additional column types to be supported, contact Shelf Support or your Shelf representative.

Files that appear on a SharePoint Page (through "File and Media" or "Hero" web parts) are handled in two complementary ways:

2) The same file is also synced from the Images and Documents library as its own separate, standalone Gem (see mark 2 in the below figure). This makes the file independently searchable and browsable in Shelf.