Once integrated, Microsoft becomes a valuable source of organizational context across meetings, communications, and content sharing inside Fostr. Data flows from tools like Microsoft Teams, Outlook, and SharePoint to support action tracking, decision visibility, and workflow automation. This page outlines what types of data are synced, how frequently updates occur, and where technical limitations may apply when retrieving emails, meeting content, shared files, recordings, and transcripts across Microsoft services.

Data Refresh, Frequency and Sync Timing

Once connected, Microsoft data is refreshed into Fostr on a regular schedule.

• Default schedule: Data sync occurs approximately every 30 minutes. This applies to new Teams meetings, Outlook calendar events and emails, as well as updates to linked SharePoint files and documents.
• Configuration options: At present, sync frequency is standardized at the integration level (30‑minute polling windows). Tenant‑specific configuration is not supported. Future releases are expected to introduce configurable intervals and event-driven sync via Microsoft Graph webhooks.
• Sync model: Fostr uses a hybrid approach.
  • Scheduled polling ensures consistency across Teams, Outlook, and SharePoint.
  • Real‑time sync via Microsoft Graph notifications is under development to improve updates for services such as Teams messaging and calendar events.
• Known delays: Some Microsoft services require additional processing time before data is exposed via API.
  • Teams and Stream recordings or transcripts may be delayed 30–60 minutes due to Microsoft’s post‑processing.
  • Outlook emails and calendar data are usually available almost immediately.
  • SharePoint activity depends on indexing speed and file permission propagation.

Data Coverage and Historical Access

When the Microsoft 365 integration is first activated, Fostr performs an initial 30‑day lookback:

• Teams: Meetings created in the last 30 days.
• Outlook: Calendar events within the same window.
• SharePoint: Files linked into workflows during that period, provided permissions allow.

Beyond this initial backfill, deeper history depends on what Microsoft makes available through Graph APIs and your organization’s retention policies.

• Extended Outlook calendar history may be retrieved with specific scopes, but chat and email retention typically follows tenant governance limits.
• Older content cannot be ingested if it is no longer accessible via Microsoft’s APIs.

Data exclusions may occur in the following cases:

• Private 1:1 Teams chats, unless explicit user consent/scopes are granted.
• Teams chats not recorded or retained by policy.
• Outlook emails in shared mailboxes where APIs lack visibility.
• SharePoint files in non‑indexed private folders.
• Microsoft Stream recordings from Live Events not exposed in Graph.

Data Scope and Granularity

Fostr integrates structured and contextual data across Teams, Outlook, and SharePoint to power workflows.

• Teams: Meeting metadata, participant details, chat threads (where accessible), recordings, transcripts, and links to calendar objects.
• Outlook: Calendar events, meeting invites, subject fields, responses, and email metadata (select fields only).
• SharePoint: File metadata such as title, location, author, modified timestamps, and file links referenced in workflows.

Fostr transforms this data into actionable workflow context, including:

• Summarized meeting transcripts and conversation history.
• Captured decision points and commitments from meetings or email threads.
• Follow‑up tasks automatically linked with responsible individuals.
• Surfacing of SharePoint and Outlook content directly inside workflow execution (e.g., onboarding, reporting, OKR tracking).

Microsoft Platform Limitations

While the integration is designed for broad coverage, some platform constraints apply:

• API rate limits can delay high‑volume or multi‑tenant requests.
• Teams transcripts are only available if live captions or transcription were enabled by meeting organizers.
• SharePoint visibility is controlled entirely by file/folder‑level permissions.
• Outlook email bodies are not fully indexed for insights unless explicitly enabled and scoped.