Connect a library you already maintain
Point ParleHub at a SharePoint site or Google Drive folder your firm already edits in. This is the intended route. Editing a policy at source is what updates the answers, so there is no second copy to go stale.
Publish a document by hand
Upload the file to ParleHub. The fallback for firms with no such library, or for a one-off document that lives nowhere else.
You’ll need: to be an Org Admin in ParleHub. To connect a library you also need that provider already switched on for your organization under file storage — see Connect Microsoft 365 or Connect Google Workspace.
Before you start — who can see this
Part 1 — Connect a library you already maintain
You tell ParleHub where your document library lives. ParleHub checks it can read that location, then indexes the documents in it so they can be quoted. It re-checks periodically, so a policy edited at source is reflected in answers without anyone re-uploading anything. Connecting does not move or change anything. ParleHub only ever reads.1
Open the Knowledge tab
Go to Organization Settings → Knowledge. Connected library is the first card on the page.
2
Choose the provider
SharePoint or Google Drive. Only providers your organization has already switched on for file storage can be connected; if the card tells you it cannot be bound, that is why.
3
Enter the location
A small piece of JSON identifying the site or folder:
- SharePoint —
{"tenantId":"…","siteId":"…","rootFolder":"Policies"} - Google Drive —
{"driveId":"…","rootFolderId":"…"}
4
Read the trust note
The note above the button is the one thing on this screen worth stopping for — see below.
5
Connect the library
Select Connect library. ParleHub verifies it can read the location before saving, so a wrong id or a permissions gap is caught now rather than silently producing an empty corpus.
The trust note — read this one properly
This is the real consequence of connecting, and it is why the screen states it before you click rather than burying it in documentation. ParleHub reads whatever is in that folder and can quote it in any conversation in your firm. Before you connect:- Choose a location whose contributors you would trust to publish a company policy.
- Manage who can write there in SharePoint or Google Drive. ParleHub cannot restrict it for you — the permissions on that folder are the control.
- A general-purpose “Documents” library that everyone can write to is usually the wrong choice. A curated “Policies” folder with a small set of owners is usually the right one.
Keeping an eye on it
Once connected, the card shows when the library was last checked. If ParleHub stops being able to read it — permissions changed, the site moved, a token expired — the card says so plainly:This library can’t be read right now. … The assistant is still answering from the last successful check, so its answers may be out of date.That behavior is deliberate: the corpus keeps answering from its last good index rather than going dark, so nothing looks broken — which is exactly why the warning has to be somewhere you will see it. You will also get a notification about it if you have those switched on in your profile. Treat it as urgent: every day it stays unresolved is a day the assistant may be quoting a superseded policy.
Disconnecting
Disconnect stops ParleHub checking that library for changes. Documents already indexed from it stay searchable — if you want them gone, retire or delete them individually (Part 3).Part 2 — Publish a document by hand
Use this when there is no library to point at, or for a document that only exists as a file.1
Open the publish form
In Organization Settings → Knowledge, go to Publish a document.
2
Name it the way people name it
This is what the assistant cites, so make it the name people actually use. “Travel & expenses policy”, not “TE-POL-2026-v3-FINAL”.
3
Add a description (optional)
A short note on what the document covers.
4
Set Effective from (optional)
When this version starts applying. Leave blank for today. This is a different fact from when you uploaded it, which is why ParleHub tracks it separately from your storage provider’s version history.
5
Pick the file and publish
Select Publish.
What you can publish
PDF, Word, PowerPoint, Markdown, plain text, CSV, JSON, HTML, XML and YAML. ParleHub extracts the text for you.Part 3 — Versions, retiring and removing
Publishing an update
Publish again under the same name. ParleHub creates a new version and retires the previous one automatically. You do not need to remove the old one first — the form tells you it is about to do this when it recognizes the name.The states a document can be in
Retire vs Remove
Both are on each document in Published documents, and they are different:- Retire — the document stops being searchable. Its passages come out of the index, so it can no longer be quoted by anyone. The record of it remains. This is what you want for a policy you have rescinded.
- Remove — deletes the document and its index outright, permanently.
If an old conversation contains a citation to a document that has since been retired, that citation renders as
[document unavailable] rather than opening anything. The guarantee arrives late, but it arrives.Part 4 — Where it applies
The organization default
The Available in conversations switch at the top of the Knowledge page sets the default for your whole organization. When it is on, the agent can quote these documents in every project and personal conversation.One subtlety worth knowing: turning it off withdraws it everywhere except projects that opted in for themselves. If you need it off everywhere, check for projects with their own override.
Per-project override
A Project Admin can opt their own project out — or in — from the project’s Tools & knowledge panel, whatever the organization default happens to be. The row is called Organisation knowledge, and it carries aDefault badge when the project is simply following the organization setting rather than overriding it.
A project that has opted out gets nothing from the corpus: the assistant is not offered the documents and cannot reach them.
Part 5 — What people see in a conversation
Nobody needs to switch anything on or know the documents exist. They just ask:“What does our expenses policy say about booking flights for a client visit?”The assistant searches the corpus and answers with the relevant passage, followed by a citation — the document name and version, as a link. Clicking it opens the document itself. Two things about citations are worth telling your team, because they are what make the answers usable with a client:
- The label comes from ParleHub’s own record, not from the answer text. The assistant cannot invent a citation, and a citation cannot drift from what was actually read.
- Hovering shows the effective date of the version that was quoted.