Azure App Registration & Permissions

Findable uses up to four Azure identity surfaces. Each has its own app registration and permission set. Only the Client and Server registrations are required — SharePoint and Azure Search ACL are optional depending on which features you enable.

Tip: The Admin → Health page ([#/admin/about], setting key health.label) shows real-time status for every permission listed below.

1. Client App Registration (`clientId`)

This is the frontend SPA that users sign into. Configured in the setup wizard (Step 1) and stored as clientId in settings. Azure Portal → App Registrations → Client App

Section	Configuration
Authentication	Add redirect URI: `https://your-app-url` (or `https://localhost:3001` for dev). Enable ID tokens. Set SPA platform.
API Permissions	See table below

Delegated Permissions (Microsoft Graph):

Permission	Type	Required	Purpose
`User.Read`	Delegated	✅ Yes	Sign-in and read own profile
`Group.Read.All`	Delegated	✅ Yes	Read group membership for RBAC
`User.Read.All`	Delegated	Recommended	People picker, user search, directory lookups
`Directory.Read.All`	Delegated	Fallback	Alternative to `User.Read.All` + `Group.Read.All` (broader, noisier)
`Files.ReadWrite`	Delegated	Optional	Client-side OneDrive file uploads (drag-and-drop attachment)
`Sites.Read.All`	Delegated	Optional	SharePoint document library browsing
`Sites.Selected`	Delegated	Optional	Alternative to `Sites.Read.All` for restricted site access

Scope acquisition order (client falls back automatically):

User.Read + Group.Read.All + User.Read.All (full)
User.Read + Group.Read.All (groups only — fallback)
User.Read + Directory.Read.All (last resort)
User.Read only (guest users)

2. Server App Registration (`graphClientId`)

This is the backend server identity used for server-side Graph API calls. Configured in the setup wizard (Step 2) and stored as graphClientId / graphClientSecret in settings. Azure Portal → App Registrations → Server App

Section	Configuration
Expose an API	Set Application ID URI: `api://{graphClientId}`. Add scope: `User.Read` (admin consent).
Certificates & Secrets	Create a client secret → store as `graphClientSecret`.
API Permissions	See tables below

Application Permissions (Microsoft Graph) — server-to-server, no user context: The server uses these least-privilege application permissions. Grant only what the features you’ve enabled actually need. Required — every authenticated request:

Permission	Type	Required	Purpose
`User.ReadBasic.All`	Application	✅ Yes	Resolve the signed-in user’s email/UPN to an Entra `id` in `auth.middleware` (`getUserIdFromEmail`). Only `id` is selected, so the basic-profile scope is sufficient.
`GroupMember.Read.All`	Application	✅ Yes	Read the signed-in user’s transitive group memberships for app-level RBAC (`getUserGroups` → `/users/{id}/transitiveMemberOf`).

Conditional — only when the named feature is in use:

Permission	Type	Required when	Purpose
`User.Read.All`	Application	Flow Designer Entra tools (`entra_get_manager`, `entra_get_direct_reports`, `entra_search_users`, `entra_get_user`), the `/directory/direct-reports` route, the flow assignee resolver for user assignees, or server-side profile sync	Reads extended user properties (jobTitle, department, officeLocation, employeeId, mobilePhone, businessPhones, companyName) — these are not in the basic profile
`Group.Read.All`	Application	Flow Designer assignee resolver resolving group assignees	`assigneeresolver.ts::resolveGroup` does `GET /groups/{id}`. `GroupMember.Read.All` does not authorize reading group properties.
`Files.ReadWrite.All`	Application	`personalFileLocation = OneDrive`	List/read/upload/create-folder/delete in each user’s OneDrive app folder for the indexer, OneDrive router, and purge job. `Files.Read.All` is insufficient — the indexer creates folders and the purge job deletes items. See OneDrive Personal Files Setup.
`Organization.Read.All`	Application	Optional	Look up tenant display name in `settingsservice` (`GET /organization`). Wrapped in try/catch and tagged non-critical; satisfied transitively by `User.Read.All` or `Directory.Read.All`.

Broad-fallback (over-privileged, not recommended):

Permission	Type	Notes
`Directory.Read.All`	Application	Single permission that covers all of the above (user reads, group memberships, group properties, organization). Convenient but grants more than the server needs — prefer the least-privilege pair.

Grant admin consent for all application permissions after adding them. The runtime check at Admin → Health passes if Directory.Read.All is present OR one of {User.ReadBasic.All, User.Read.All} AND one of {GroupMember.Read.All, Group.Read.All} are both present.

Delegated Permissions (Microsoft Graph) — OBO flow, user context: These permissions are used by the On-Behalf-Of (OBO) flow when Exchange Online or OneDrive tools execute as the authenticated user. Each must be individually enabled in Admin → Delegated Permissions ([#/admin/delegated], setting key adminNav.delegatedPermissions) after granting consent.

Permission	Type	Admin Setting	Purpose
`Mail.Read`	Delegated	`enableDelegatedGraphMailRead`	Read user’s email (Exchange)
`Mail.Send`	Delegated	`enableDelegatedGraphMailSend`	Send email as user (Exchange)
`Calendars.Read`	Delegated	`enableDelegatedGraphCalendarRead`	Read user’s calendar (Exchange)
`Calendars.ReadWrite`	Delegated	`enableDelegatedGraphCalendarWrite`	Create calendar events as user (Exchange)
`MailboxSettings.Read`	Delegated	`enableDelegatedGraphMailboxSettings`	Read out-of-office status (Exchange)
`Files.Read`	Delegated	`enableDelegatedGraphFilesRead`	Read user’s OneDrive files
`Files.ReadWrite`	Delegated	`enableDelegatedGraphFilesReadWrite`	Upload/create/share OneDrive files

OBO setup steps:

Add the delegated permissions above to the server app (not the client app)
Click “Grant admin consent for [tenant]”
Enable each scope in Admin → Delegated Permissions ([#/admin/delegated])
Ensure graphClientId and graphClientSecret are configured (OBO does not work with managed identity)

Security note: All OBO Graph calls use /me/ endpoints — users can only access their own mailbox, calendar, and OneDrive. Cross-user access is not possible regardless of input parameters. Authentication modes:

Mode	Env/Setting	OBO Support	Use Case
Client credentials	`graphClientId` + `graphClientSecret`	✅ Yes	Full functionality including delegated tools
Managed identity	`graphAuthType=managedSystemIdentity`	❌ No	Server-only Graph calls; Exchange/OneDrive tools unavailable

3. SharePoint App Registration (`sharePointClientId`) — Optional

A separate app registration used for SharePoint document library indexing. Only needed if you use the SharePoint integration. Azure Portal → App Registrations → SharePoint App

Section	Configuration
Certificates & Secrets	Create a client secret → store as `sharePointClientSecret`.
API Permissions	See table below

Application Permissions (Microsoft Graph):

Permission	Type	Required	Purpose
`Sites.Read.All`	Application	One of these	Read all SharePoint sites and document libraries
`Sites.Selected`	Application	One of these	Read only specific sites (more restrictive, recommended)

If using Sites.Selected, you must grant the app access to each site individually using the SharePoint Entitlement page in Admin or the Grant-PnPAzureADAppSitePermission PowerShell command.

SharePoint Entitlement Administration: The admin UI uses a separate sharePointAdminClientId + API key to grant Sites.Selected permissions to sites. This admin identity needs:

Permission	Type	Purpose
`Sites.FullControl.All`	Application	Grant site-level permissions to the SharePoint app

Authentication modes:

Mode	Env/Setting	Use Case
Client credentials	`sharePointClientId` + `sharePointClientSecret`	Standard setup
Managed identity	`sharePointAuthType=managedSystemIdentity`	Production with MSI

4. Azure Search ACL (Document-Level Security) — Optional

When enabled, Azure AI Search queries pass the user’s identity token so that search results are filtered based on document-level access control lists (ACLs). This is used with SharePoint-indexed content where documents inherit SharePoint permissions. Client App Registration → API Permissions:

Permission	Type	Required	Purpose
`https://search.azure.com/user_impersonation`	Delegated	✅ When ACL enabled	Pass user identity to Azure Search for permission filtering

Setup steps:

In the client app registration, add API permission: Azure Search → user_impersonation (Delegated)
Grant admin consent
Enable in Admin → Delegated Permissions ([#/admin/delegated]) → Enable Document-Level ACL

When ACL is enabled, the client acquires an additional token scoped to https://search.azure.com/user_impersonation and sends it alongside search requests.

Quick Reference: Settings ↔ App Registration Mapping

Setting	Source	App Registration
`clientId`	Setup Wizard Step 1	Client (SPA)
`tenantId`	Setup Wizard Step 1	Shared across all
`graphClientId`	Setup Wizard Step 2	Server
`graphClientSecret`	Setup Wizard Step 2	Server
`graphAuthType`	Admin → Server Security (Graph) ([`#/admin/graphsecurity`])	Server auth mode
`sharePointClientId`	Admin → SharePoint Connection ([`#/admin/sharepointconn`])	SharePoint
`sharePointClientSecret`	Admin → SharePoint Connection ([`#/admin/sharepointconn`])	SharePoint
`sharePointAdminClientId`	Admin → SharePoint Entitlement ([`#/admin/sharepointentitlement`])	SharePoint Admin
`enableAzureSearchAcl`	Admin → Delegated Permissions ([`#/admin/delegated`])	Client + Azure Search

Environment Variable Overrides

The settings above are normally configured through the Setup Wizard or Admin UI and stored in Cosmos DB. However, they can also be set as Azure App Service Application Settings (or environment variables for local development). Environment variables take precedence over Cosmos DB values when present.

TENANT_ID=your-tenant-id
GRAPH_CLIENT_ID=your-server-app-client-id
GRAPH_CLIENT_SECRET=your-server-app-secret
GRAPH_AUTH_TYPE=clientCredentials           # or managedSystemIdentity
SHAREPOINT_CLIENT_ID=your-sp-app-id
SHAREPOINT_CLIENT_SECRET=your-sp-app-secret

Reminder: In production, set these in Azure App Service → Configuration → Application Settings. Do not use a .env file in production deployments.

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Azure App Registration & Permissions

1. Client App Registration (`clientId`)

2. Server App Registration (`graphClientId`)

3. SharePoint App Registration (`sharePointClientId`) — Optional

4. Azure Search ACL (Document-Level Security) — Optional

Quick Reference: Settings ↔ App Registration Mapping

Environment Variable Overrides

​1. Client App Registration (clientId)

​2. Server App Registration (graphClientId)

​3. SharePoint App Registration (sharePointClientId) — Optional

​4. Azure Search ACL (Document-Level Security) — Optional

​Quick Reference: Settings ↔ App Registration Mapping

​Environment Variable Overrides

1. Client App Registration (`clientId`)

2. Server App Registration (`graphClientId`)

3. SharePoint App Registration (`sharePointClientId`) — Optional

4. Azure Search ACL (Document-Level Security) — Optional

Quick Reference: Settings ↔ App Registration Mapping

Environment Variable Overrides