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Folder Sync enables you to attach entire folders from SharePoint or Google Drive to your assistants, 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.

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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.
  • Folder Sync
  • Direct Attachments
  • Processing method: Semantic search identifies relevant sections
  • File limit: Up to 200 files per folder
  • Best for: Large document collections, FAQ assistants, department knowledge bases
  • Updates: Daily automatic synchronization
  • Context: Only relevant sections sent to model

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Setting Up Folder Sync

1

Navigate to your assistant

Open the assistant where you want to attach a synced folder and go to the Knowledge section.
2

Start the attachment process

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.
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
  • 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
Users with access to your assistant can interact with all files in the attached folder, even if they don’t have direct access to the folder itself. Share your assistant carefully.
4

Confirm and attach

Review the folder contents and click Attach folder to begin the initial synchronization.
Your folder will appear in the assistant’s knowledge 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 Assistant Limit

Maximum of 5 synced folders per assistant 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.

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File Type Restrictions

Supported formats: Text documents (PDF, DOC, DOCX, TXT, MD), presentations (PPT, PPTX), 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.

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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

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Sync Behavior and Timing

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Automatic Updates

Your synced folders refresh once daily to ensure assistants 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

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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 file for semantic search
  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 assistant’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

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Access Control and Permissions

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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

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Assistant Sharing Considerations

When you share an assistant with synced folders, all users gain access to the folder contents through the assistant, regardless of their direct folder permissions in SharePoint or Google Drive.
Best practices for secure sharing:
  • Review folder contents before attaching to assistants
  • Use dedicated folders for assistant knowledge rather than personal or sensitive directories
  • Consider creating assistant-specific folders with curated content
  • Regularly audit which assistants have access to synced folders

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Optimizing Folder Sync Performance

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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

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