What Flow indexes from SharePoint Online
SharePoint Online syncs documents from sites and libraries you choose for Flow knowledge search. New connections use All sites access by default. You can limit a new connection to selected sites under Advanced.Prerequisites
- A Microsoft Entra Privileged Role Administrator or Global Administrator who can grant consent in the Microsoft tenant you connect.
- A Flow admin or knowledge manager who can manage knowledge sources under Integrations.
- The SharePoint sites and libraries the team needs.
Prepare the provider
Flow uses Microsoft Graph application permissions to sync content without a signed-in user. Microsoft requires a Privileged Role Administrator or Global Administrator to approve these permissions. The SharePoint Administrator role alone cannot grant this consent. Application Administrator and Cloud Application Administrator also cannot approve Microsoft Graph application permissions. See Microsoft’s application permission requirements. Ask an existing administrator with a required role to review and grant consent for the app in the tenant you connect. The person managing SharePoint sites does not need a permanent Global Administrator role.Connect in Flow
Open Integrations and choose SharePoint Online. Set Connection available to, then select Continue. All sites is the default. The next step is Connect; there is no separate access-choice or approval step. To limit a new connection, open Advanced on the Teams step and select Selected sites only. Enter one SharePoint HTTPS site URL or Graph site ID per line. You must name at least one site. This records which sites you intend to use; it does not grant access. See SharePoint selected-site setup for the administrator’s grant and verification steps. On Connect, Flow shows the Microsoft organization it detected from your email domain, organization domain, or an existing Microsoft connection. Open the tenant lookup’s Advanced section only if you need a different domain or Directory (tenant) ID. Complete the credential form with the Entra app Client ID and Client Secret. When Microsoft asks for consent, use the administrator account that can approve the application permissions. If another administrator approves a pending request, start the connection again from Flow after approval.Capabilities
- Select sites, document libraries, folders, single files, Site pages, or single site pages for one team.
- Search sites by name at the top level, and search files by name inside an open library or folder. Microsoft Graph has no search for a site’s library list or for the site pages collection, so the search box hides at those levels; browse instead. Each level loads one page of items at a time with Load more.
- Run scheduled or on-demand sync.
- Search the synced documents in Flow.