Using SharePoint with SoterAI

What SoterAI can access

Once connected, SoterAI has read-only access to:

• Documents and files in SharePoint document libraries
• SharePoint sites and subsites your account has access to
• File metadata: name, author, last modified date, version
• Content of supported file types: Word documents, PDFs, Excel spreadsheets, PowerPoint presentations, and text files
• SharePoint lists and list items

Read-only access: SoterAI can read and analyse your SharePoint content, but cannot create, edit, move, rename, or delete any files or list items.

What SoterAI cannot do

• Cannot create, edit, move, rename, or delete files or list items
• Cannot access SharePoint sites your account does not have permission to view
• Cannot manage SharePoint permissions or site settings
• Cannot upload files to SharePoint on your behalf

How to connect SharePoint

1. In the SoterAI chat bar, click the puzzle piece icon
2. In the Connectors panel, find SharePoint and click Connect
3. An authorisation link will appear — click it
4. Sign in to your Microsoft account in the browser window that opens
5. Grant SoterAI read access when prompted
6. Return to SoterAI — SharePoint now shows as Connected

Your connection is persistent — you won't need to reconnect each session. If your connection expires, SoterAI will prompt you to reconnect.

What you can ask SoterAI

Once connected, just ask naturally in any chat or workflow:

Finding documents

• "Find the latest health and safety policy in SharePoint"
• "Search SharePoint for any documents related to contractor management"
• "What risk assessment templates do we have in SharePoint?"

Reading and summarising

• "Summarise the site safety procedures document in SharePoint"
• "What does our lone worker policy say about check-in intervals?"
• "Read the emergency response plan from SharePoint and list the key steps"

Using in workflows

• "Use the risk assessment template from SharePoint to assess working at height"
• "Pull the contractor induction checklist from SharePoint and verify it against the current site requirements"
• "Read the safety management system document and identify any gaps against the ISO 45001 standard"

Use cases

Policy and procedure access

When your organisation stores safety policies in SharePoint, ask SoterAI to retrieve and reference the relevant documents when generating toolbox talks, risk assessments, or induction materials — ensuring outputs are aligned with your documented procedures.

Document review and gap analysis

Ask SoterAI to read a safety management document from SharePoint and compare it against a standard or another document, identifying inconsistencies or missing sections.

Onboarding and training support

Ask SoterAI to pull the relevant induction documents, policies, and procedures from SharePoint and use them to answer new employee or contractor questions about site safety requirements.

Troubleshooting

My SharePoint connection expired

Ask SoterAI "Reconnect to SharePoint" and follow the authorisation link it provides.

SoterAI can't find a document I know exists in SharePoint

Confirm your Microsoft account has access to the SharePoint site where the document is stored. Try specifying the site or library name: "Find a document called [filename] in the [site name] SharePoint site".

SoterAI can find the file but returns incomplete content

Very large documents may be partially processed. Try asking SoterAI to focus on a specific section: "Read section 3 of the [document name] in SharePoint".