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.- 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
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.
Folder Sync Limitations
Understanding these technical constraints helps you optimize your folder structure and content strategy: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.
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.
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 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
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.
- Downloads and processes each file for semantic search
- Creates searchable indexes for content discovery
- Validates file formats and applies restrictions
- Establishes the synchronization schedule
Access Control and Permissions
Workspace Configuration
Admins control Folder Sync availability through workspace settings:- Navigate to Settings > Roles in your workspace
- Configure which user roles can attach synced folders
- Enable or disable the feature for specific teams or departments
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.
- 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
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
Folder not appearing in search
Folder not appearing in search
Possible causes:
- Integration not enabled in workspace
- Insufficient permissions to access the folder
- Folder contains no supported file types
- Verify SharePoint or Google Drive integration is active
- Check folder permissions in the source system
- Ensure folder contains at least one supported file format
Files missing from synced folder
Files missing from synced folder
Possible causes:
- Folder exceeds 200-file limit
- Files are unsupported formats
- Sync still in progress
- Review folder contents and remove unnecessary files
- Convert spreadsheets to PDF format for inclusion
- Wait for initial sync to complete (up to one hour)
Sync not updating daily
Sync not updating daily
Possible causes:
- Source folder permissions changed
- Integration connection issues
- Workspace sync settings modified
- 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.