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  1. Platform Administration

Admin Pages: External Connections

The External Connections page allows organization administrators to enable and configure integrations with external data sources, enabling users to connect their copilots to SharePoint and Google Drive for knowledge base synchronization.

Overview

Located under: Settings > External Connections
Accessible to: Organization Admins only
Purpose: Configure external data source integrations for your organization

To access:

  1. Log in to your Fuel iX Copilots administrator account
  2. Navigate to Settings in the main menu
  3. Select External Connections

Configuration Options

Allow Auto-Sync

Enable automatic synchronization of external folder connections to copilot knowledge bases.

Toggle: On/Off
Default: Off (disabled)

When enabled:

  • Users can set their Copilot Knowledge external folder connections (SharePoint and Google Drive) to sync every 24 hours automatically
  • Copilot knowledge bases stay current with changes in connected folders without manual intervention

When disabled:

  • Users can only sync external folder connections manually
  • Users must click the sync button to update their copilot knowledge with the latest file versions
📘

Note:

Auto-sync is a beta feature. See Beta Features for more information.

SharePoint Documents

Enable SharePoint integration for your organization, allowing users to connect their SharePoint accounts and sync folders to copilot knowledge bases.

Toggle: On/Off
Default: Off (disabled)

Configuration Requirements

To enable SharePoint integration, you must provide the following credentials from your Microsoft Entra admin center:

Required Fields:

  • SharePoint Client ID - Application (client) ID from your app registration
  • SharePoint Tenant ID - Directory (tenant) ID from your app registration
  • SharePoint Client Secret - Client secret value generated for your application
  • SharePoint URL - Your organization's SharePoint URL

Setup Instructions

Required Information

You will need the following four pieces of information from your Microsoft Entra account to complete the setup:

  • SharePoint Client ID
  • SharePoint Tenant ID
  • SharePoint Client Secret
  • SharePoint URL

Step 1: Create a New App Registration in Microsoft Entra

First, you need to register a new application within the Microsoft Entra admin center.

  1. Navigate to entra.microsoft.com and log in
  2. From the left-hand menu, go to App registrations
  3. Click + New registration
  4. On the "Register an application" page, enter a Name for your application (e.g., "Application Test Demo").
  5. Keep the default selection for Supported account types - Accounts in this organizational directory only
  6. Add a new Redirect URI as a Web Application and enter https://app.fuelix.ai/microsoft-auth.html as the Redirect URI
  7. Click the Register button to create the application.

Step 2: Obtain Client ID and Tenant ID

After registering the application, you will be taken to its overview page. Here, you can find the first two required credentials.

  1. On the application's Overview page, locate and copy the Application (client) ID. This is your SharePoint Client ID.
  2. Locate and copy the Directory (tenant) ID. This is your SharePoint Tenant ID.

Step 3: Generate a Client Secret

Next, you need to generate a client secret, which acts as a password for the application.

  1. In the application's menu, navigate to Certificates & secrets
  2. Click on the Client secrets tab and select + New client secret
  3. Enter a Description for the secret (e.g., "Application test demo secret")
  4. Select an expiration period. The recommended default is 180 days
  5. Click Add.
  6. A client secret will be generated. This is your SharePoint Client Secret.

Step 4: Complete the Configuration

Finally, return to Fuel iX admin settings to input the credentials you've gathered.

  1. Navigate back to https://app.fuelix.ai/en/ go to Settings > Edit Organization
  2. SharePoint Configuration section in your application's settings.
  3. Paste the Application (client) ID into the SharePoint Client ID field.
  4. Paste the Directory (tenant) ID into the SharePoint Tenant ID field.
  5. Paste the client secret Value you copied into the SharePoint Client Secret field.
  6. Enter your organization's SharePoint URL.
  7. Click Update Settings to save the configuration.

Once saved, the SharePoint integration will be active for all users in your organization. No further configuration is needed unless the client secret expires.

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Important Note

Once saved, SharePoint integration will be active for all users in your organization. Users will need to connect their individual SharePoint accounts through their Profile page before they can sync folders.

Google Drive Documents

Enable Google Drive integration for your organization, allowing users to connect their Google Drive accounts for file uploads and folder synchronization.

Toggle: On/Off
Default: Off (disabled)

📘

Admin Note:

Google Drive integration requires no credentials from administrators. Users authenticate with their own Google accounts when they first use Google Drive features.

Google Drive Integration Options

When you enable Google Drive Documents, you can control which Google Drive features are available to your users:

Enable Google Drive for Conversation Files

Sub-toggle: On/Off
Default: Off (disabled)

When enabled:

  • Users can upload files from Google Drive into individual conversations for temporary document analysis
  • Files are selected from Google Drive during conversation file upload
  • Users authenticate with their Google account the first time they use this feature

When disabled:

  • Users can only upload files from their local device storage to conversations
  • Google Drive file picker is not available in conversations

Enable Google Drive for Copilot Knowledge

Sub-toggle: On/Off
Default: Off (disabled)

When enabled:

  • Users can map Google Drive folders to copilot knowledge bases
  • Folders sync to provide permanent knowledge for custom copilots
  • Users can manually sync or use auto-sync (if enabled) to keep knowledge current

When disabled:

  • Users cannot connect Google Drive folders to copilot knowledge bases
  • Google Drive folder sync is not available
🚧

Validation Requirement:

If the main "Google Drive Documents" toggle is enabled, at least one sub-toggle must be active. The system will prevent saving if both "Enable Google Drive for Conversation Files" and "Enable Google Drive for Copilot Knowledge" are disabled.

Best Practices

Security Considerations

  1. Credential Management:

    • Store SharePoint credentials securely
    • Rotate SharePoint Client Secrets before expiration (default: 180 days)
    • Use the Reset function to clear credentials if compromised

  2. Access Control:

    • Only enable external connections if your organization's security policies allow
    • Consider which Google Drive features to enable based on data sensitivity
    • Monitor usage through analytics

  3. User Training:

    • Educate users on appropriate use of external connections
    • Provide guidelines on what types of folders/files should be synced
    • Establish policies for sharing copilots with external knowledge

Performance Optimization

  1. Auto-Sync:

    • Enable auto-sync if users need consistently current knowledge
    • Disable if manual control is preferred or to reduce processing load

  2. Monitoring:

    • Review sync activity through analytics
    • Monitor for failed syncs or authentication issues
    • Track which external sources are most heavily used

Configuration Workflow

Initial Setup Checklist

  1. Enable External Connections (choose what to enable):

    • SharePoint Documents (requires credentials)
    • Google Drive for Conversation Files
    • Google Drive for Copilot Knowledge

  2. Configure Auto-Sync (optional):

    • Enable Allow Auto-Sync for automatic 24-hour folder synchronization

  3. Save Changes:

    • Click "Save Changes" to apply your configuration

  4. Communicate to Users:

    • Notify users that external connections are available
    • Provide guidance on connecting their accounts (SharePoint requires user authentication via Profile page)

User-Facing Impact

Once you enable external connections:

For SharePoint:

  • Users will see SharePoint as an option in their copilot Knowledge tab
  • Users must connect their SharePoint account via Settings > Profile > Connections
  • Users can then select SharePoint folders to sync to copilot knowledge

For Google Drive:

  • Users will see Google Drive upload options based on which features you enabled
  • Users authenticate with their Google account when first using the feature
  • No additional setup required in user profile

For Auto-Sync:

  • Users will see an auto-sync toggle option when configuring external folder connections
  • Users can choose manual or automatic (24-hour) sync per copilot

Troubleshooting

Common Issues

Problem: SharePoint integration not working after configuration

Solutions:

  1. Verify all four credentials are entered correctly
  2. Check that the SharePoint Client Secret hasn't expired
  3. Confirm the SharePoint URL matches your organization's SharePoint site
  4. Ensure users have connected their SharePoint account via Profile page

Problem: Users can't see Google Drive options

Solutions:

  1. Verify Google Drive Documents toggle is enabled
  2. Check that the specific sub-toggle (Conversation Files or Copilot Knowledge) is enabled
  3. Ask users to refresh their browser
  4. Confirm users are using supported browsers (Chrome, Firefox, Safari, Edge)

Problem: Auto-sync not working

Solutions:

  1. Verify Allow Auto-Sync toggle is enabled
  2. Check that users have enabled auto-sync for their specific copilot connections
  3. Confirm the 24-hour sync window has elapsed
  4. Review sync logs for errors

Updated 8 months ago

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