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    Odeus Docs

    Folder Sync

    Sync folders from SharePoint or Google Drive directly to your agents for seamless access to up-to-date knowledge bases

    Folder Sync

    Sync folders from SharePoint or Google Drive directly to your agents for seamless access to up-to-date knowledge bases

    Folder Sync enables you to attach entire folders from SharePoint or Google Drive to your agents, keeping your knowledge base automatically synchronized with daily updates. This feature extends beyond individual file attachments, allowing you to work with larger document collections while maintaining access to the latest versions.

    Folder Sync requires the SharePoint or Google Drive integrations to be enabled in your workspace. Contact your admin if these integrations are not available.

    How Folder Sync Works

    Unlike direct file attachments that send entire documents to the AI model, Folder Sync uses semantic search to identify relevant sections from your synced folders. This approach enables working with larger document collections while staying within AI model context limits.

    * **Processing method**: Semantic search identifies relevant sections
* **File limit**: Up to 200 files per folder
* **Best for**: Large document collections, FAQ agents, department knowledge bases
* **Updates**: Daily automatic synchronization
* **Context**: Only relevant sections sent to model



* **Processing method**: Entire documents sent to model
* **File limit**: Up to 20 files per agent
* **Best for**: Small, frequently referenced documents
* **Updates**: Manual re-upload required
* **Context**: Complete documents available to model

    Setting Up Folder Sync

    Open the agent where you want to attach a synced folder and go to the Knowledge section.



Click the **Attach** button in your knowledge section and search for your folder by name.

> Use specific folder names to quickly locate the content you need. The search function looks through all accessible folders in your connected integrations.



Before attaching, you'll see a dialog showing the sync parameters for your selected folder:

* **Daily synchronization**: Files sync once per day for up-to-date content
* **200 file maximum**: Only the first 200 files will be processed
* **File type restrictions**: Spreadsheets and images are excluded
* **Initial sync duration**: First sync can take up to one hour

> File access is checked in real-time. Users can only retrieve content from files they have permission to view in the source system (SharePoint or Google Drive). Users need their own integration connection to access synced folder content.



Review the folder contents and click **Attach folder** to begin the initial synchronization.

> Your folder will appear in the agent's knowledge section once the initial sync completes.

    Folder Sync Limitations

    Understanding these technical constraints helps you optimize your folder structure and content strategy:

    File and Folder Limits

    • Per Agent Limit — Maximum of 5 synced folders per agent to maintain optimal performance and response quality.

    • Per Folder Limit — Up to 200 files per folder are processed. Files beyond this limit are automatically excluded.

    File Type Restrictions

    Supported formats: Text documents (PDF, DOC, DOCX, TXT, MD), presentations (PPT, PPTX), SharePoint site pages (ASPX), and other text-based files.

    Excluded formats: Spreadsheets (XLS, XLSX, CSV), images (PNG, JPG, GIF), and tabular data files.

    The exclusion of spreadsheets and images is due to technical processing requirements. Spreadsheets need specialized data analysis functionality, while images require different processing methods that aren't compatible with the semantic search approach used in Folder Sync.

    Subfolder Handling

    Subfolders count toward the 200-file limit, but attaching subfolders directly as separate synced folders often provides better results:

    • Reduced file skipping: Direct subfolder attachment decreases the probability of important files being excluded
    • Better organization: Separate synced folders for different topics or departments improve content relevance
    • Clearer context: Focused folder scope helps the semantic search identify more relevant content sections

    Sync Behavior and Timing

    Automatic Updates

    Your synced folders refresh once daily to ensure agents have access to the latest document versions. This automatic process:

    • Detects new files added to the folder
    • Updates existing files that have been modified
    • Removes files that have been deleted from the source folder
    • Maintains the 200-file limit by processing files in the order they appear in the source system

    Initial Sync Duration

    The first synchronization can take up to one hour depending on folder size and file complexity. Subsequent daily updates are typically much faster.

    During the initial sync, the system:

    1. Downloads and processes each file for semantic search
    2. Creates searchable indexes for content discovery
    3. Validates file formats and applies restrictions
    4. Establishes the synchronization schedule

    Manual Refresh

    In addition to automatic daily syncs, you can manually refresh a synced folder at any time to get the latest updates immediately:

    1. Navigate to your agent's Knowledge section
    2. Hover over the synced folder you want to refresh
    3. Click the three dots (⋯) that appear
    4. Select Refresh from the menu

    The manual refresh triggers an immediate sync, which is useful when:

    • You've just added important files that need to be available right away
    • You want to verify that recent changes have been synchronized
    • You're troubleshooting sync issues and want to force an update

    Connection Ownership and User Removal

    When you attach a folder from SharePoint or Google Drive to an agent, Odeus uses your personal OAuth connection to authenticate and synchronize the files. This connection is tied to your user account.

    What Happens When a User Is Removed from Odeus

    If the user who originally connected a folder is removed from the Odeus workspace, the syncing will break. The files remain attached to the agent, but updates will no longer occur.

    When a user is deleted from Odeus:

    1. Files remain attached: The documents that were already synced stay attached to the agent and remain accessible to users who have access to that agent
    2. Syncing stops: The OAuth connection that was used to refresh and sync the folder is deleted along with the user account
    3. No automatic recovery: The system cannot automatically reconnect to the source folder

    How to Restore Syncing

    To resume synchronization after the original connector is removed:

    Open the agent's Knowledge section and remove the folder that is no longer syncing.



Have another user with access to the same source folder re-attach it to the agent.



The new user's OAuth connection will now be used for all future synchronization.

    For business-critical agents, consider having multiple admins or team leads with access to the source folders. This ensures continuity if the original connector leaves the organization.

    Access Control and Permissions

    Workspace Configuration

    Admins control Folder Sync availability through workspace settings:

    1. Navigate to Settings > Roles in your workspace
    2. Configure which user roles can attach synced folders
    3. Enable or disable the feature for specific teams or departments

    Agent Sharing and Permissions

    When you share an agent with synced folders, each user's access is checked in real-time against the original source (SharePoint or Google Drive). Users can only retrieve content from files they have permission to view in the source system.

    How permission inheritance works:

    • When a user queries the agent, Odeus verifies their access to each file using their connected account
    • If a user doesn't have permission to a file in SharePoint or Google Drive, they receive an "access denied" message instead of the content
    • Users must have their own integration connection to access synced folder content

    Best practices for sharing agents with synced folders:

    • Ensure users have appropriate permissions in SharePoint or Google Drive for the content they need
    • Users should connect their own accounts to the relevant integration
    • Regularly audit which agents have access to synced folders

    Optimizing Folder Sync Performance

    Folder Structure Recommendations

    For best results with the 200-file limit:

    • Organize by topic: Create focused folders for specific subjects or projects
    • Use descriptive filenames: Clear names help semantic search identify relevant content
    • Regular cleanup: Remove outdated or irrelevant files to maximize the value of your 200-file allocation
    • Consider subfolder strategy: Attach important subfolders separately rather than relying on the parent folder

    Content Quality Tips

    • Consistent formatting: Well-structured documents improve search accuracy
    • Clear headings: Proper document structure helps identify relevant sections
    • Avoid duplicates: Multiple versions of the same content can confuse the semantic search
    • Update frequency: More frequently updated folders benefit most from daily synchronization

    Troubleshooting Common Issues

    **Possible causes**:

* Integration not enabled in workspace
* Insufficient permissions to access the folder
* Folder contains no supported file types

**Solutions**:

* Verify SharePoint or Google Drive integration is active
* Check folder permissions in the source system
* Ensure folder contains at least one supported file format



**Possible causes**:

* Folder exceeds 200-file limit
* Files are unsupported formats
* Sync still in progress

**Solutions**:

* Review folder contents and remove unnecessary files
* Convert spreadsheets to PDF format for inclusion
* Wait for initial sync to complete (up to one hour)



**Possible causes**:

* Source folder permissions changed
* Integration connection issues
* Workspace sync settings modified

**Solutions**:

* Verify continued access to source folder
* Check integration status in workspace settings
* Contact admin to review sync configuration



**Cause**:
The user who originally connected the folder to the agent has been removed from the Odeus workspace. When a user is deleted, their OAuth connection is also deleted, breaking the sync.

**Solutions**:

* Remove the folder from the agent's Knowledge section
* Have another user with access to the source folder re-add it
* The new user's connection will be used for future synchronization

See [Connection Ownership and User Removal](#connection-ownership-and-user-removal) for more details.

    Start with your most frequently accessed and well-organized folders to get the best initial experience with Folder Sync.