# Sync Policies & Documents from SharePoint

Sprinto allows administrators to connect their SharePoint account and sync policies, procedures, and compliance documents directly into the platform. This integration helps you maintain a single source of truth while ensuring document version control, traceability, and audit readiness.

Once connected, Sprinto automatically discovers documents from selected SharePoint folders based on configured keywords and brings them into Sprinto in a draft state for further review and approval.

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### Prerequisites

Before you begin, ensure the following:

* Admin access to your organisation’s **SharePoint** account
* Admin access to your **Sprinto** account
* A SharePoint site and document library already set up
* One or more SharePoint folders containing compliance documents
* Documents tagged using **Enterprise Keywords**
* Documents stored in supported file formats

#### Supported file formats

Sprinto supports syncing the following file types:

`.csv`, `.doc`, `.docx`, `.odp`, `.ods`, `.odt`, `.pdf`, `.pot`, `.potm`, `.potx`,\
`.pps`, `.ppsx`, `.ppsxm`, `.ppt`, `.pptm`, `.pptx`, `.rtf`, `.xls`, `.xlsx`

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### Enable Enterprise Keywords in SharePoint

Sprinto uses **Enterprise Keywords** to identify which documents should be synced.

#### Enable Enterprise Keywords

1. Go to your SharePoint **Document Library**.
2. Select **Settings (gear icon) → Library settings → More library settings**.
3. Open **Enterprise Metadata and Keywords Settings**.
4. Enable **Add an Enterprise Keywords column to this list**.
5. Save your changes.

#### Display the Enterprise Keywords column

1. In the document library, select **Add column → Show/hide columns**.
2. Enable **Enterprise Keywords**.
3. Select **Apply**.

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### Tag Documents Using Enterprise Keywords

Apply consistent keywords to documents to control how Sprinto categorises them:

* `sprinto-policies` – Policy documents
* `sprinto-procedures` – Procedure documents
* `sprinto-docs` – Other compliance documents

#### Apply keywords

* Open the document’s **Details panel** and add the keyword
* For bulk updates, use **Edit in grid view** to tag multiple documents at once

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### Add the Version Column in SharePoint (Recommended)

Sprinto relies on SharePoint versioning to detect updates.

1. Open your document library view (for example, **All Documents**).
2. Select **Edit current view**.
3. Enable the **Version** column.
4. Save the view.

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### Sync Policies & Documents from SharePoint

#### Step 1: Initiate the integration

1. Log in to Sprinto as an admin.
2. Go to **Policies**.
3. Select **Add document**.
4. Choose **Sync from SharePoint**.

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#### Step 2: Set up SharePoint integration

1. In the setup drawer, confirm that you have admin access to SharePoint.
2. Select **Connect to SharePoint**.

<figure><img src="https://3220032727-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FEsyn5VMU6e0OyGjRtKgx%2Fuploads%2FXPjUFE4v8qRL622i7cgN%2FScreenshot%202026-01-15%20at%2015.35.02.png?alt=media&#x26;token=0721efbf-10f5-4232-8bd5-af90dfc910c4" alt="" width="375"><figcaption></figcaption></figure>

3. Choose an authentication method (OAuth 2.0 is recommended).

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#### Step 3: Authorise SharePoint access

1. Review the permissions requested (for example, Sites.Read.All).
2. Select **Connect** to authorise access.

<figure><img src="https://3220032727-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FEsyn5VMU6e0OyGjRtKgx%2Fuploads%2FZ1nSLdIlXS5GqBzX27IT%2FScreenshot%202026-01-15%20at%2015.38.13.png?alt=media&#x26;token=ed2f0d9b-afaa-4713-b844-b7b4ed4dfb33" alt="" width="373"><figcaption></figcaption></figure>

3. Once connected, you return to Sprinto and the integration status shows **Connected**.

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#### Step 4: Configure folders and keywords

After authorisation, configure document discovery using a three-step setup:

1. **Choose SharePoint site**
   * Select the SharePoint site where compliance documents are stored.
2. **Confirm Enterprise Keywords**
   * Policies: `sprinto-policies`
   * Procedures: `sprinto-procedures`
   * Other documents: `sprinto-docs`
3. **Add SharePoint folder paths**
   * Paste the folder URL where documents are stored.
   * Select **Add path** for each folder you want to sync.

**Get a valid SharePoint folder link**

* Open the folder in SharePoint
* Select **Share → Copy link**
* Ensure access is set to **People with existing access**

Avoid using links set to *Anyone with the link*, as these may not work reliably with Sprinto.

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### Sync and Manage Documents

1. Sprinto scans the configured folders for documents tagged with the selected keywords.
2. Discovered documents appear with a sync status (New, Synced, and so on).
3. Use **View document** to preview files before syncing.
4. Select **Sync policies & docs** to import documents into Sprinto.
5. Synced documents appear under:
   * **Policies**
   * **Procedures**
   * **Other documents**

All synced documents are added in the **Draft** state.

#### Refresh sync status

* Select **Refresh** to manually check for changes at any time.

{% hint style="info" %}

* Only documents with new major or minor versions trigger a sync.
* Ensure edited files are checked in on SharePoint.
  {% endhint %}

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### Troubleshooting

<table><thead><tr><th width="268.95703125">Issue</th><th width="446.3125">Resolution</th></tr></thead><tbody><tr><td>Document not visible in Sprinto</td><td>Ensure Enterprise Keywords are applied correctly</td></tr><tr><td>Folder not syncing</td><td>Verify the folder link is correct and accessible</td></tr><tr><td>Integration error</td><td>Re-authenticate SharePoint or contact your admin</td></tr><tr><td>Document not updating</td><td>Confirm a new version was created in SharePoint</td></tr></tbody></table>

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### Frequently Asked Questions

1. **What file types can I sync from SharePoint?**\
   Sprinto supports common Office, PDF, spreadsheet, and CSV formats.
2. **Can I sync from multiple folders?**\
   Yes. You can add multiple folder paths during setup.
3. **What happens if a file is deleted in SharePoint?**\
   It is not removed from Sprinto automatically and must be managed manually.

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### Additional Resources

* Sprinto Help Centre
* Learn more about syncing policies and documents