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Use case · SharePoint

Search SharePoint with AI

Ask your SharePoint documents questions and get answers with sources – without uploading files.

SharePoint, Teams and OneDrive · Continuous sync · Read-only access · Swiss hosting

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Recorded in yeos · Connecting and syncing a SharePoint library

01

Why SharePoint search often falls short

SharePoint search finds files that contain a term. But at work the question is rarely “Where is the document?” – it is “Which notice period applies to supplier X?” or “What did we decide about the façade option?”. The answer sits in one section, spread across several libraries, and there is often a “final_v3” next to the “final”.

AI search answers the question directly. You ask in plain language, yeos reads the relevant passages from the connected libraries and answers with a link to the file and passage. Anyone who wants to check the answer opens the source with one click.

02

How SharePoint connects to yeos

A Microsoft 365 administrator grants yeos consent once. You then choose which sites, libraries or folders to sync. yeos gets read access only to the selected sites – not to the whole tenant and not to individual mailboxes.

From then on, sync runs by itself: new, changed, renamed, moved and deleted files are picked up continuously, without manual imports. Files from Teams channels and OneDrive for Business connect the same way.

03

Who sees which SharePoint documents?

You assign every synced source either to the whole organization or to a workspace. Workspace content is only visible to that workspace’s members – people and agents working in it alike.

Important: yeos does not mirror the permissions of individual SharePoint files. Assign libraries or folders so that their content matches the workspace’s members – the HR library to the HR workspace, for example, not to the whole organization.

04

A SharePoint chatbot that sees beyond Microsoft 365

A SharePoint chatbot is only as useful as the knowledge it can see. In many SMEs part of it lives outside Microsoft 365: in mail, Jira or Confluence, in SAP or on the company website. yeos searches SharePoint together with these sources and cites where every answer comes from.

yeos is operated in Switzerland and priced per organization rather than per user. How that differs from Microsoft Copilot is laid out in our comparison.

Compare Microsoft Copilot and yeos

05

Limits of the SharePoint connection

yeos reads PDF, Word (DOCX), Excel (XLSX), CSV, Markdown, HTML and text files. PowerPoint presentations and legacy DOC and XLS files are not searched today; save important content as PDF or in a current format. Images in libraries are not indexed.

The connection is deliberately read-only: yeos never changes, moves or deletes files in SharePoint. And because permissions apply per workspace rather than per file, libraries with very different audiences should be connected separately.

Worked example

From SharePoint library to answer

Setup

Choose the library

IT connects the project site and assigns it to the “Projects” workspace.

Sync

Always current

  • Files are read and indexed
  • Changes are picked up
  • Deleted files drop out of search

Question

What was decided?

  • Search meeting minutes
  • Flag later changes
  • Link to the SharePoint file

Review

The project lead checks the source

The project lead opens the cited minutes and uses the answer in the meeting with the client.

What improves

  • 01

    Answers instead of hit lists, across several libraries.

  • 02

    No manual uploads: changes in SharePoint arrive on their own.

  • 03

    A clear line on which team sees which library.

  • 04

    SharePoint, mail and business systems in one search.

Frequently asked questions about SharePoint AI search

Can yeos search SharePoint without us uploading files?
Yes. You connect the sites, libraries or folders once; after that yeos syncs new and changed files continuously.
Which permissions does yeos need in Microsoft 365?
yeos needs one-time consent from an administrator and then gets read access only to the sites you select. No write access to SharePoint is required.
Does yeos respect SharePoint permissions?
Not per file. Visibility in yeos is controlled through the organization and workspaces. Assign libraries to the workspace whose members are allowed to see them.
Which file formats are searched?
PDF, DOCX, XLSX, CSV, Markdown, HTML and text. PowerPoint and legacy DOC and XLS files are not searched at the moment.

Further reading

See it in your own documents.

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