Mace Style Validator - Configuration & Setup Guide

Prerequisites

Before beginning setup, ensure you have:

Azure Subscription with Owner or Contributor permissions
Microsoft 365 Tenant with SharePoint Online
Azure subscription access (for Logic App deployment)
Azure AD admin access for app registration
Anthropic API Key (Claude AI) — optional, AI validation currently disabled
Development tools:
- Python 3.11+
- Azure Functions Core Tools v4
- Git
- VS Code (recommended)

Part 1: Azure Setup

1.1 Create Azure App Registration

This app will authenticate the Azure Function to access SharePoint.

Navigate to Azure Portal
- Go to: https://portal.azure.com
- Sign in with admin credentials
Create App Registration
- Search for "Azure Active Directory" or "Microsoft Entra ID"
- Click App registrations → New registration
Settings:
- Name: MaceStyleValidator-App
- Supported account types: Single tenant
- Redirect URI: Leave blank
- Click Register

Note the Application Details

Tenant ID: [Copy from Overview page]
Client ID (Application ID): [Copy from Overview page]

Save these values - you'll need them later!

Create Client Secret
- Click Certificates & secrets → New client secret
- Description: MaceStyleValidator-Secret
- Expires: 24 months (or as per your policy)
- Click Add
- Copy the secret value immediately (won't be shown again)
```
Client Secret: [Copy the Value, not the Secret ID]
```
Configure API Permissions
- Click API permissions → Add a permission
- Select Microsoft Graph → Application permissions
Add this permission:
- Sites.Selected — Grants access to no sites by default; access is granted per-site via the Graph API
- Click Add permissions
- Click Grant admin consent for [Tenant Name]
- Confirm by clicking Yes
✅ Verify: Permission shows "Granted for [Tenant]"

Note: Sites.Selected alone does not grant access to any SharePoint site. After completing the App Registration, you must grant per-site access — see docs/azure-admin-setup.md for instructions.

1.2 Create Azure Function App

Create Function App Resource

In Azure Portal, click Create a resource
Search for "Function App"
Click Create

Basic Settings:

Resource Group: Create new → "rg-macestyle"
Function App name: "func-mace-validator-prod"
Publish: Code
Runtime stack: Python
Version: 3.11
Region: [Choose closest to your SharePoint tenant]
Operating System: Linux
Plan type: Consumption (Serverless)

Click Review + create → Create
Wait for deployment (2-3 minutes)

Configure Application Settings

Go to Function App → Configuration → Application settings
Click + New application setting for each:

Name: SHAREPOINT_TENANT_ID
Value: [Your Tenant ID from step 1.1]

Name: SHAREPOINT_CLIENT_ID
Value: [Your Client ID from step 1.1]

Name: SHAREPOINT_CLIENT_SECRET
Value: [Your Client Secret from step 1.1]

Name: SHAREPOINT_SITE_URL
Value: https://[yourtenant].sharepoint.com/sites/StyleValidation

Name: ANTHROPIC_API_KEY
Value: [Your Claude API key - get from console.anthropic.com] (optional — AI currently disabled)

Click Save → Continue

Configure CORS (if calling from web app)
- Go to CORS under API section
- Add allowed origins if needed
- Click Save

1.3 Get Anthropic API Key (Optional)

Note: Claude AI validation is currently disabled via the ENABLE_CLAUDE_AI flag. This step is only needed if you plan to re-enable AI validation.

Sign up for Anthropic
- Go to: https://console.anthropic.com
- Create account or sign in
Create API Key
- Navigate to API Keys
- Click Create Key
- Name: MaceStyleValidator
- Click Create
- Copy the key (starts with sk-ant-...)
Fund your account
- Add billing information
- Add credits (recommended: $10 minimum)
- Claude Haiku 4.5 costs ~$0.01 per document (Word only)

Part 2: SharePoint Setup

2.1 Create SharePoint Site

Create Site Collection (if not exists)
- Go to SharePoint Admin Center
- Sites → Active sites → Create
- Type: Team site
- Site name: Style Validation
- Site address: /sites/StyleValidation
- Primary administrator: [Your account]
- Click Finish

Verify Site URL

Expected: https://[tenant].sharepoint.com/sites/StyleValidation

2.2 Create Style Rules List

Navigate to site
- Go to: https://[tenant].sharepoint.com/sites/StyleValidation
Create List
- Click New → List
- Name: Style Rules
- Description: Validation rules for style checking
- Click Create
Add Columns

Column 1: RuleType
- Type: Choice
- Choices:
```
Font
Language
Grammar
Punctuation
Capitalisation
Layout
```
- Default: (none)
Column 2: DocumentType
- Type: Choice
- Choices:
```
Word
Visio
Excel
PowerPoint
Both
All
```
- Default: Word
Column 3: CheckValue
- Type: Single line of text
Column 4: ExpectedValue
- Type: Single line of text
Column 5: AutoFix
- Type: Yes/No
- Default: Yes
Column 6: UseAI
- Type: Yes/No
- Default: No
Column 7: Priority
- Type: Number
- Min: 1
- Max: 999
- Default: 100

Populate Rules

Option A: Use the populate_style_rules.py script
Option B: Manually add rules from the style guide

To use the script:

cd MaceStyleValidator

# Set environment variables
export SHAREPOINT_TENANT_ID="[your-tenant-id]"
export SHAREPOINT_CLIENT_ID="[your-client-id]"
export SHAREPOINT_CLIENT_SECRET="[your-client-secret]"
export SHAREPOINT_SITE_URL="https://[tenant].sharepoint.com/sites/StyleValidation"

# Run script
python3 populate_style_rules.py

This will add ~70 style rules automatically.

2.3 Create Validation Results List

Create List
- Name: Validation Results
- Description: History of document validations
- Click Create
Add Columns

Column 1: FileName
- Type: Single line of text
Column 2: ValidationDate
- Type: Date and Time
- Format: Date & Time
Column 3: Status
- Type: Choice
- Choices:
```
Passed
Review Required
Failed
```
- Default: (none)
Column 4: IssuesFound
- Type: Single line of text
- (Stored as text for simplicity)
Column 5: IssuesFixed
- Type: Single line of text
Column 6: ReportLink
- Type: Hyperlink or Picture
Get List ID (needed for code)
- Go to List Settings → copy URL
- Extract ID from URL: List={GUID}
- Or run: python3 inspect_validation_results.py
Note: List IDs are configurable via environment variables:
- SHAREPOINT_VALIDATION_RESULTS_ID — GUID of the Validation Results list
- SHAREPOINT_DOC_LIBRARY_ID — GUID of the Document Library
Set these in Azure Function App Settings for production.

2.4 Create/Configure Document Library

Use Default or Create New
- Option A: Use existing "Documents" library
- Option B: Create new library named "Validated Documents"
Add Custom Columns

Column 1: ValidationStatus
- Type: Choice
- Choices:
```
Not Validated
Validate Now
Validating...
Passed
Review Required
Failed
```
- Default: Not Validated
- Colour coding (optional):
  - Validating... = Yellow
  - Passed = Green
  - Review Required = Amber
  - Failed = Red
Column 2: ValidationResultLink
- Type: Hyperlink or Picture
Column 3: LastValidated
- Type: Date and Time
- Format: Date & Time
Enable Versioning (Important!)
- Library Settings → Versioning settings
- Document Version History: Yes
- Create major versions: Yes
- Keep versions: At least 50 (or more)
- Click OK
Set Permissions (if needed)
- Ensure users have:
  - Read: To view documents
  - Edit: To upload and modify
  - Contribute: To trigger validation

Part 3: Azure Function Deployment

3.1 Clone Repository

# Clone the repository
git clone https://github.com/stephencummins/MaceStyle.git
cd MaceStyle/MaceStyleValidator

3.2 Local Development Setup

Create virtual environment

python3 -m venv .venv
source .venv/bin/activate  # On Windows: .venv\Scripts\activate

Install dependencies
```
pip install -r requirements.txt
```

Create local.settings.json

cat > local.settings.json << 'EOF'
{
  "IsEncrypted": false,
  "Values": {
    "AzureWebJobsStorage": "UseDevelopmentStorage=true",
    "FUNCTIONS_WORKER_RUNTIME": "python",
    "SHAREPOINT_TENANT_ID": "[your-tenant-id]",
    "SHAREPOINT_CLIENT_ID": "[your-client-id]",
    "SHAREPOINT_CLIENT_SECRET": "[your-client-secret]",
    "SHAREPOINT_SITE_URL": "https://[tenant].sharepoint.com/sites/StyleValidation",
    "ANTHROPIC_API_KEY": "[your-anthropic-api-key]"
  }
}
EOF

Replace all [...] placeholders with your actual values

Test locally

func start

You should see:

Functions:
    ListDocuments: [GET,POST] http://localhost:7071/api/listdocuments
    TestSharePoint: [GET,POST] http://localhost:7071/api/testsharepoint
    ValidateDocument: [POST] http://localhost:7071/api/validatedocument

3.3 Deploy to Azure

Login to Azure
```
az login
```

Set subscription (if you have multiple)

az account set --subscription "[Your Subscription Name or ID]"

Deploy Function
```
func azure functionapp publish func-mace-validator-prod
```
Wait for deployment to complete (2-3 minutes).
Verify deployment
- Go to Azure Portal → Function App
- Check Functions tab - should show 3 functions
- Check App Keys → copy Host key (default)

Get Function URL

https://func-mace-validator-prod.azurewebsites.net/api/validatedocument

Save this URL - needed for Power Automate!

Part 4: Logic App Setup (Replaces Power Automate)

An ARM template is provided at infra/logic-app.json that deploys a Consumption Logic App. This is preferred over Power Automate for production as it lives in the Azure subscription and can be deployed via ARM/DevOps.

4.1 Deploy Logic App

az deployment group create \
  --resource-group rg-macestyle \
  --template-file infra/logic-app.json \
  --parameters infra/logic-app.parameters.json \
  --parameters functionAppKey="<function-host-key>" \
  --parameters sharepointDocLibraryId="<library-guid>"

4.2 Authorise SharePoint Connection

After deployment:

Go to Azure Portal → Resource Group → API Connections → sharepointonline
Click Edit API connection
Click Authorize and sign in with a SharePoint account
Click Save

4.3 Logic App Flow

The Logic App:

Triggers on file create/modify in the SharePoint Document Library
Filters to supported file types (.docx, .xlsx, .pptx, .vsdx, etc.)
Sets ValidationStatus to "Validating..."
Gets file content and base64-encodes it
Calls the Function App (POST /api/ValidateDocument) with 10-minute timeout
Parses the JSON response
If fixes were applied, uploads the corrected file back
Updates ValidationStatus, Description, ValidationReport, ValidationResultLink, and LastValidated

4.4 Azure DevOps CI/CD (Optional)

An azure-pipelines.yml is provided in the repo root for automated deployment:

Build + test on push to main
Deploy to dev (automatic)
Deploy to prod (with approval gate)
Deploy Logic App ARM template

See docs/prod-deployment-guide.md for DevOps setup instructions.

4.5 Test

Upload a test document to the SharePoint library
Check Logic App run history in Azure Portal
Verify document status updated, report generated, and results saved

Part 5: Testing & Validation

5.1 Create Test Document

Create test_validation.docx with:

Content to test:

1. American spelling: finalized, color, center, analyze
2. Contractions: can't, don't, won't
3. Symbols: M&S, 50%
4. Wrong font: (Set some text to Calibri or Times New Roman)
5. Numbers: 1000, 2000, 3000

5.2 Test Validation

Upload to SharePoint
- Upload test_validation.docx
- Wait for "Validating..." status
Check Results (should complete in 10-20 seconds)
- Status: Should be "Passed"
- ValidationResultLink: Should have link
Open HTML Report
- Click ValidationResultLink
- Should show:
  - Fixes Applied: Multiple corrections
  - Issues: All issues listed
Download Fixed Document
- Download the document
- Open in Word
- Verify:
  - ✅ finalized → finalised
  - ✅ color → colour
  - ✅ can't → cannot
  - ✅ M&S → M and S
  - ✅ 50% → 50 percent
  - ✅ All text is Arial
  - ✅ Numbers: 1,000, 2,000, 3,000

5.3 Test Error Scenarios

Test 1: Invalid file type

Upload test.txt
Expected: Error or status "Failed"

Test 2: Large file

Upload 100+ page document
Expected: Completes (may take 30+ seconds)

Test 3: Corrupted file

Upload corrupted .docx
Expected: Status "Failed" with error

Part 6: Monitoring & Maintenance

6.1 Azure Function Monitoring

Application Insights:

Azure Portal → Function App → Application Insights

Key Metrics:
- Request rate
- Average duration
- Failure rate
- Dependency calls (Graph API, Claude API)

Live Metrics:

Application Insights → Live Metrics

Monitor:
- Real-time requests
- Failures as they happen
- Performance issues

Log Stream:

Function App → Log stream

View:
- Real-time execution logs
- Debugging information
- Error details

6.2 Cost Monitoring

Azure Costs:

Azure Portal → Cost Management + Billing → Cost Analysis

Filter by:
- Resource Group: rg-macestyle
- Service: Azure Functions, Application Insights

Anthropic API Costs:

console.anthropic.com → Usage

Track:
- Total API calls
- Tokens used
- Cost per month

Expected Monthly Costs:

Azure Functions: $0-10 (Consumption plan)
Application Insights: $0-5 (Basic tier)
Claude API: ~$0.01 per document
SharePoint: Included in M365

Example:
- 1,000 documents/month = ~$10-20 total
- 100 documents/month = ~$1-5 total

6.3 Performance Tuning

Optimize validation speed:

Reduce AI rules (if too slow)
- Disable UseAI for simple rules
- Keep AI for complex language checks
Batch operations (for large documents)
- Split very large files
- Process in chunks
Cache Graph API tokens
- Already implemented (60-minute cache)
Use faster Claude model (if needed)
- Current: Haiku (fast, cheap)
- Alternative: Sonnet (slower, more accurate)

6.4 Regular Maintenance

Weekly:

Check error logs for patterns
Review failed validations
Verify costs are within budget

Monthly:

Review and update style rules
Analyze validation metrics
Check for API updates (Graph, Anthropic)

Quarterly:

Review permissions and security
Update dependencies
Rotate secrets if required

Part 7: Security Best Practices

7.1 Secret Management

Do: ✅ Store secrets in Azure Key Vault ✅ Use managed identities when possible ✅ Rotate secrets every 12 months ✅ Use different secrets for dev/prod

Don't: ❌ Commit secrets to Git ❌ Share secrets via email/chat ❌ Use same secrets across environments ❌ Store secrets in code

7.2 Access Control

Principle of Least Privilege:

Azure Function
- Uses Sites.Selected with per-site write grant (not tenant-wide access)
- No user impersonation
SharePoint Users
- Read: View documents and reports
- Edit: Upload and modify documents
- No Contribute to Style Rules list
Administrators
- Manage Style Rules
- View logs
- Modify configuration

7.3 Compliance

Data Privacy:

Documents processed in-memory only
No persistent storage of content
Audit trail in Validation Results

GDPR Considerations:

Personal data in documents (if any)
Retention policy for Validation Results
Right to deletion (version history cleanup)

Part 8: Troubleshooting

Common Issues

Issue 1: "401 Unauthorised" errors

Cause: App registration permissions not granted

Solution:

Azure Portal → App Registration
API Permissions → Grant admin consent
Verify green checkmarks

Issue 2: Validation not triggering

Cause: Logic App disabled or broken

Solution:

Azure Portal → Logic App → Check run history
Review last run error
Check SharePoint API connection authorisation

Issue 3: "List not found" errors

Cause: List ID mismatch

Solution:

Run inspect_validation_results.py
Get actual list ID
Update in sharepoint_results.py line 35

Issue 4: Claude API errors

Note: Claude AI is currently disabled. This section only applies if ENABLE_CLAUDE_AI = True.

Cause: Invalid API key or insufficient credits

Solution:

Verify API key in Function App settings
Check Anthropic console for credits
Add credits if balance is low

Issue 5: HTML report not uploading

Cause: Missing fileUrl parameter

Solution:

Check Logic App request body includes fileUrl
Review Logic App run history for the specific run

Part 9: Backup & Recovery

9.1 Backup Configuration

SharePoint Lists:

Export Style Rules to Excel monthly
Export Validation Results quarterly
Use SharePoint Online backup (included in M365)

Azure Function Code:

Git repository (primary backup)
Azure DevOps / GitHub (secondary)
Local developer machines

Secrets:

Document in secure password manager
Store offline backup in safe
Keep recovery contacts updated

9.2 Disaster Recovery

Scenario: SharePoint site deleted

Restore from SharePoint Recycle Bin (93 days)
Or restore from M365 admin center backup
Re-run populate_style_rules.py to restore rules

Scenario: Azure Function deleted

Redeploy from Git
Reconfigure App Settings
Test with sample document

Scenario: App registration deleted

Create new app registration
Update secrets in Function App
Re-grant API permissions

Appendix A: Complete Environment Variables

# Azure Function App Settings
SHAREPOINT_TENANT_ID="xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx"
SHAREPOINT_CLIENT_ID="xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx"
SHAREPOINT_CLIENT_SECRET="your-client-secret-value"
SHAREPOINT_SITE_URL="https://tenant.sharepoint.com/sites/StyleValidation"
ANTHROPIC_API_KEY="sk-ant-xxxxxxxxxxxxxxxxxxxxx"

Appendix B: PowerShell Helper Scripts

Get SharePoint Site ID

Connect-PnPOnline -Url "https://tenant.sharepoint.com/sites/StyleValidation" -Interactive
Get-PnPSite | Select Id

List All SharePoint Lists

Connect-PnPOnline -Url "https://tenant.sharepoint.com/sites/StyleValidation" -Interactive
Get-PnPList | Select Title, Id

Export Style Rules

Connect-PnPOnline -Url "https://tenant.sharepoint.com/sites/StyleValidation" -Interactive
Get-PnPListItem -List "Style Rules" | Export-Csv "StyleRules_Backup.csv"

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Mace Style Validator - Configuration & Setup Guide

Prerequisites

Part 1: Azure Setup

1.1 Create Azure App Registration

1.2 Create Azure Function App

1.3 Get Anthropic API Key (Optional)

Part 2: SharePoint Setup

2.1 Create SharePoint Site

2.2 Create Style Rules List

2.3 Create Validation Results List

2.4 Create/Configure Document Library

Part 3: Azure Function Deployment

3.1 Clone Repository

3.2 Local Development Setup

3.3 Deploy to Azure

Part 4: Logic App Setup (Replaces Power Automate)

4.1 Deploy Logic App

4.2 Authorise SharePoint Connection

4.3 Logic App Flow

4.4 Azure DevOps CI/CD (Optional)

4.5 Test

Part 5: Testing & Validation

5.1 Create Test Document

5.2 Test Validation

5.3 Test Error Scenarios

Part 6: Monitoring & Maintenance

6.1 Azure Function Monitoring

6.2 Cost Monitoring

6.3 Performance Tuning

6.4 Regular Maintenance

Part 7: Security Best Practices

7.1 Secret Management

7.2 Access Control

7.3 Compliance

Part 8: Troubleshooting

Common Issues

Issue 1: "401 Unauthorised" errors

Issue 2: Validation not triggering

Issue 3: "List not found" errors

Issue 4: Claude API errors

Issue 5: HTML report not uploading

Part 9: Backup & Recovery

9.1 Backup Configuration

9.2 Disaster Recovery

Appendix A: Complete Environment Variables

Appendix B: PowerShell Helper Scripts

Get SharePoint Site ID

List All SharePoint Lists

Export Style Rules

Appendix C: Testing Checklist

Support & Resources

Official Documentation

Community

Version Information