SharePoint & OneDrive
This guide explains how to link a SharePoint or OneDrive folder to a client so Claras can bring their documents in.
Owners, advisers and assistants can link a folder on a client. Practice managers can connect Microsoft from Settings, and an owner, adviser or assistant then links the folder on the client page.
Overview
Most practices already keep client files in SharePoint or OneDrive. Link that folder to the matching client, and Claras reads it, brings in the files it can use, and keeps looking for changes.
This is a one way copy. SharePoint or OneDrive stays the place you store and edit files. File notes, documents and attachments stay in Claras.
Claras sees the files that the Microsoft account used to link the folder can already open. Folder permissions stay in SharePoint or OneDrive.
How it works
Each client has one linked folder. That folder can live on a SharePoint site, in someone's OneDrive, or in a folder shared with you. Linking includes the folder and everything inside it.
Claras then walks the files and brings in the ones that belong on the client. Word, PDF, Excel, CSV, Outlook messages and images (JPEG, PNG, GIF, WebP) come in. Empty files, temporary files, unsupported types, and files that look like research, drafts or working material stay in SharePoint.
Imported files appear on the client's Attachments tab, the same place as files you upload yourself. Claras can then use them on the client record.
Connecting Microsoft
SharePoint and OneDrive use the same Microsoft connection as Teams and Calendar Sync. If Microsoft is already connected, open Settings → Integrations and check the "SharePoint and OneDrive" card shows "Connected".
If that card asks you to reconnect, click Reconnect. Claras asks for two extra read permissions so it can list sites and read files: Files.Read.All and Sites.Read.All. Your IT admin may need to approve those permissions for the organisation.
To connect Microsoft for the first time, click Connect on Microsoft Teams, or click Connect Microsoft on a client's folder row. The connection flow is the same as Teams, including admin consent. See Microsoft Teams for that flow.
Linking a folder
Open the client and find the folder row in the details panel. It starts as "No folder linked".
Click Link a folder.
Choose a location. Search for a SharePoint site your practice already uses, or open "Your OneDrive" or "Shared with you".
Open the folder you want, then click Link this folder.
Claras starts the first sync straight away. You will see "Syncing…" on the row while it walks the folder. Hover the status to see how many files are in Claras, waiting, ignored or failed.
Each client has one linked folder. Linking a different folder replaces the previous one. Files already brought in from the old folder stay on the client. Each folder belongs to one client in your practice.
Using the files
While a file is coming in, it shows on the Attachments tab with a "Checking" or "Importing" badge. Once it is in Claras it behaves like any other attachment.
Ignored files sit in a collapsed "Ignored files" list at the bottom of the tab. Hover the badge to see why Claras skipped that file. Failed files show "Could not import", for example when a PDF is password protected.
Use the open icon on the folder row or on a file to jump back to SharePoint or OneDrive. That is where you add, rename or edit files. Claras picks up those changes on the next sync.
If something goes wrong
Sync always uses the Microsoft connection of the person who linked the folder. If that connection needs reconnecting, the row shows "Sync paused". Reconnect Microsoft, then click Resume sync.
If access to the folder has lapsed, you will see a warning that access needs restoring. Give that person access again in SharePoint, then resume. If the folder itself is gone, the row shows "Sync failed". Link the client to a different folder.
A stale Microsoft connection is the same problem as for Teams. Go to Settings → Integrations and click Reconnect. Folders stay linked, and files already in Claras stay on the client.
Unlinking a folder
Click the unlink icon on the folder row, then confirm. Claras stops syncing that folder. Documents already brought in stay on the client.
Frequently asked questions
Where do files live after a folder is linked?
Claras reads the linked folder. File notes, advice documents and uploads stay in Claras. To keep a Claras document in the linked folder, save a copy there.
How many folders can a client have?
Each client has one linked folder. Include any subfolders you want inside it. Linking a new folder replaces the previous link, and files already brought in stay on the client.
Why are some files ignored?
Claras brings in Word, PDF, Excel, CSV, Outlook messages and images. Empty files, temporary and system files, unsupported types, and files that look like research, drafts or working material stay in SharePoint. Hover the "Ignored" badge for the reason on that file.
Who needs to connect Microsoft?
The person who clicks Link this folder needs a working Microsoft connection with file access, and they need to be able to open that folder in SharePoint or OneDrive. Once files are in Claras, everyone on the team can see them.
What if my IT admin has to approve access?
That is common when a tenant requires admin consent for new permissions. Send them the Microsoft Teams article, which covers granting admin consent in Entra. After they approve, go through Reconnect again so the extra file permissions land on your connection.
Last updated 29th September 2026 by Connor