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Folder Sync enables you to attach entire folders from SharePoint, Google Drive, OneDrive, or Confluence Cloud to your agents and projects. Confluence Cloud Folder Sync imports pages from named folders, not files attached to those pages. Their content appears in the agent’s Knowledge section or the project’s Context section and updates daily.
Folder Sync requires the relevant integration to be enabled in your Workspace. Contact your admin if the provider you need is not available.

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How Folder Sync Works

Unlike direct file attachments, Folder Sync uses semantic search to identify relevant sections from synced text documents. Synced spreadsheets use complete file reading instead.
  • Processing method: Semantic search for text documents; complete file reading for spreadsheets
  • File limit: Up to 200 files per folder in Cloud workspaces
  • Best for: Large document collections, FAQ agents, department knowledge bases
  • Updates: Daily automatic synchronization
  • Context: Only relevant sections sent to model
Dedicated deployments support up to 1,000 files per folder.

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Setting Up Folder Sync

1

Navigate to your agent or project

Open the agent where you want to attach a synced folder and go to the Knowledge section. In a project, open the Context section.
2

Start the attachment process

Click the Attach button in your knowledge section and search for your folder by name. In a project, choose Select file or folder and search the same way.
Use specific folder names to quickly locate the content you need. The search function looks through all accessible folders in your connected integrations.
Instead of searching by name, you can paste a SharePoint link directly into the folder search. SharePoint lists and OneNote notebooks are not supported.
3

Review sync limitations

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
  • File maximum: Up to 200 files per folder in Cloud workspaces. Dedicated deployments support up to 1,000 files per folder.
  • File type restrictions: 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. Users need their own integration connection to access synced folder content.
4

Confirm and attach

Review the folder contents and click Attach folder to begin the initial synchronization.
Your folder will appear in the agent’s knowledge section or the project’s Context section once the initial sync completes.

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Folder Sync Limitations

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

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File and Folder Limits

Per Agent or Project Limit

Maximum of 5 synced folders per agent or project to maintain optimal performance and response quality.

Per Folder Limit

Up to 200 files per folder are processed in Cloud workspaces. Dedicated deployments support up to 1,000 files per folder. Files beyond the applicable limit are automatically excluded.

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File Type Restrictions

Supported formats: Text documents (PDF, DOC, DOCX, TXT, MD), presentations (PPT, PPTX), SharePoint site pages (ASPX), spreadsheets from SharePoint, Google Drive, and OneDrive (XLS, XLSX, CSV, TSV, Google Sheets), and other text-based files. Confluence Cloud Folder Sync imports pages from named folders, not page attachments.Excluded formats: Images (PNG, JPG, GIF) and other non-text media.
Langdock reads spreadsheets in synced folders directly through the same read tool used for directly attached spreadsheets. You can open and query specific sheets and cells on demand. Langdock retrieves text documents through semantic search. Images remain excluded because Folder Sync does not support their processing methods.

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Subfolder Handling

Subfolders count toward the 200-file limit in Cloud workspaces. Dedicated deployments use a 1,000-file limit. 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

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Sync Behavior and Timing

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Automatic Updates

Your synced folders refresh once daily to ensure agents and projects 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 applicable file limit by processing files in the order they appear in the source system

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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 supported file. It embeds text documents for semantic search and prepares spreadsheets for direct reading.
  2. Creates searchable indexes for content discovery
  3. Validates file formats and applies restrictions
  4. Establishes the synchronization schedule

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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
In projects, the same refresh and delete controls appear on synced folders in the Context section. 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

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Connection Ownership and User Removal

When you attach a folder from an integration to an Agent or Project, Langdock uses your personal OAuth connection to authenticate and synchronize the files. This connection is tied to your user account.

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What Happens When a User Is Removed from Langdock

If the user who originally connected a folder is removed from the Langdock workspace, the syncing will break. The files remain attached to the agent or project, but updates will no longer occur.
When a user is deleted from Langdock:
  1. Files remain attached: The documents that were already synced stay attached to the agent or project. Users with access can continue reading them when they have source permissions and their own integration connection
  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

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How to Restore Syncing

To resume synchronization after the original connector is removed:
1

Remove the broken folder

Open the agent’s Knowledge section or the project’s Context section and remove the folder that is no longer syncing.
2

Re-add the folder

Have another user with access to the same source folder re-attach it.
3

Verify the new connection

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.

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Access Control and Permissions

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Workspace Configuration

Admins control Folder Sync availability with the Attach integration folders role permission, which sets who can attach integration folders to agents and projects. To change it:
  1. Navigate to Settings > Roles in your workspace
  2. In the Files section, enable or disable Attach integration folders for each role
Users also need editor access to the agent or project they attach a folder to.

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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. 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, Langdock verifies their access to each file using their connected account
  • Files a user doesn’t have permission to view in the source system are hidden from that user’s file listings and search results
  • 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 the source system for the content they need
  • Users should connect their own accounts to the relevant integration
  • Regularly audit which agents have access to synced folders

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Optimizing Folder Sync Performance

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Folder Structure Recommendations

For best results, organize folders within the 200-file limit in Cloud workspaces. Dedicated deployments support up to 1,000 files per folder.
  • 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 file allocation
  • Consider subfolder strategy: Attach important subfolders separately rather than relying on the parent folder

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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

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Troubleshooting Common Issues

Possible causes:
  • Integration not enabled in workspace
  • Insufficient permissions to access the folder
  • Folder contains no supported file types
Solutions:
  • Verify the relevant integration is active
  • Check folder permissions in the source system
  • Ensure folder contains at least one supported file format
Possible causes:
  • Folder exceeds the 200-file Cloud limit or the 1,000-file Dedicated limit
  • Files are unsupported formats
  • Sync still in progress
Solutions:
  • Review folder contents and remove unnecessary files
  • 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 has been removed from the Langdock 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 or the project’s Context 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 for more details.
Start with your most frequently accessed and well-organized folders to get the best initial experience with Folder Sync.

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FAQ

Folder sync connects a source folder to Langdock so files can be processed and made available as knowledge. Langdock uses the synced content for retrieval after files are accessible and processed.
New or changed files may take time to sync and process before they are searchable. The exact timing can depend on source size, file count, provider availability, permissions, and processing status.
Direct uploads are usually used for a specific chat or task. Synced folders are reusable knowledge sources. Text documents are searched for relevant chunks, while spreadsheets are read directly. Synced content is better for ongoing retrieval, while direct uploads are better when the current chat needs a specific file.
The connected account must be able to access the source folder and files. If files are missing, verify the account permissions in the source system, the selected folder, admin consent if required, and whether the integration connection is still valid.
Check whether the folder is connected, whether the files are supported, whether processing has completed, whether the connected account can access the files, and whether the files were recently moved, renamed, or deleted.