Microsoft SharePoint is a web-based collaborative platform that is often part of the Microsoft 365 offering. Onna supports SharePoint online collections by connecting directly with the API to collect all information in native format. The integration collects all data and metadata from an entire SharePoint site.
Files stored on the sites including subsites.
Metadata from those files
Onna's sync modes
We currently support two syncing modes - one-time, incremental, and auto.
One-time sync: Onna will perform a one-time sync that collects information from the source only once during a specified time range or up until the date the source was added.
Auto-Sync and Archive: Onna will perform a full sync and archive the information collected. Onna will then automatically sync and archive any new information after the initial sync.
Note: Pay As You Go users and Free Trial users can only create one-time sync datasources. If you would like to upgrade your account for archive collections please contact our customer success team.
You can export data and metadata in eDiscovery ready format. Exported files are available in the following formats:
Custom text file
The following metadata fields are exported:
Date created - this date is when the file was uploaded to SharePoint
Date modified - this date will report when it was last modified in SharePoint
How to add a Sharepoint collection
From My Sources click on Add new source and select Microsoft Sharepoint
Click Connect on the following screen. That will lead you to the login page for Microsoft 365:
Once you input the user credentials for this source, you'll have to verify Onna has permission to access documents within this SharePoint. After you accept, by default, Onna will start to Auto-sync and archive all sites. However, if you chose the Configure option, you will be taken to the following screen.
Select the sites you'd like to bring into Onna. By default, Onna will have all sites selected, or you can select specific sites by expanding the menu under "Select sites to sync" and selecting the sites you'd like to connect to Onna.
Select if you'd like to sync all root sites created in the future including subsites by checking the "Future Content" checkbox.
Select the type of sync you'd like between Auto-sync and archive or One-time sync.
If you've picked one time sync, you can choose the date range you'd like to sync from the source, otherwise, you can auto-sync from when the data is first available from the source.
Once you clicked Done, you will see this integration under your Sources page. Onna will start to interact with SharePoint's API and begin to sync files. Files will be processed and indexed so that all is searchable. A source will indicate that it's syncing during this process.
When you click on the SharePoint data source, you will start seeing results being populated.
From this screen you can search for specific keywords or filter by various metadata fields such as file type and creation date.
Accessing audit logs
Clicking on the information icon on the top right will take you to the source details where you can see how many files the source has and its size. In this same panel, you can scroll down and select the Audits button to see the source's collection audit logs.
You can learn more about accessing and navigating the source's collection audit logs in this article.
Ready to start collecting from Microsoft SharePoint?