Monitor Indexed Content

Monitor Indexed Content gives admins visibility into everything Moveworks has ingested and indexed — knowledge base articles, files, and FAQs. Use this view to confirm what’s available to employees, troubleshoot missing or disabled content, and verify that ingestion is running correctly.

Resource Lifecycle

After connecting Moveworks to your content systems (ServiceNow, Confluence, Google Drive, and others) and setting up ingestion, raw records are pulled in, processed and validated, then indexed in Moveworks and made available for serving.

Internal Knowledge

The Internal Knowledge screen in Moveworks Setup monitors knowledge base articles ingested from systems like ServiceNow, Confluence, and SharePoint.

Use it to:

• Monitor health of connected knowledge systems (content and permission crawl)
• Validate that articles from a newly configured system are crawled and indexed as expected
• Run periodic checks on crawled, indexed, and not-indexed record counts
• Troubleshoot unhealthy systems, failed crawl runs, missing articles, and article-level issues

Key components:

• Crawling Health widgets — content crawling and permission crawling health per system, with run logs, schedules, and errors. Quick access to connector and ingestion configs.
• Crawled and Indexed Records widgets — total crawled, total indexed, and total not-indexed articles.
• Crawled Records table — per-article rows with external ID, title, connector, content status, permission status, last crawled at, and last indexed at.
• Filters — External ID, content status, connector. Filters apply to CSV exports too.

Files

The Files screen monitors files ingested from SharePoint Online, Google Drive, Box, and other file repositories.

Use it to:

• Monitor health of connected file systems
• Validate that files from a newly configured system are crawled and indexed
• Track total files serving and download a full inventory via CSV export
• Troubleshoot file-level issues such as missing files or files not serving to users

Key components:

• Crawling Health widgets — content ingestion and permission ingestion health per system, with run logs and errors.
• Crawled and Indexed Records widgets — total crawled, total indexed, and total not-indexed files.
• Crawled Records table — per-file rows with external ID, title, connector, content status, permission status, last crawled at, and last indexed at.
• Filters — External ID, content status, connector.

Supported file types: .pdf, .docx, .txt, .pptx.

FAQs

The FAQs screen monitors question-and-answer pairs ingested from your configured FAQ sources (typically Google Sheets). Use it to confirm which FAQs are available, identify disabled FAQs, and troubleshoot why an FAQ isn’t being served.

Why are some available FAQs (or KB articles) disabled?

• Snippetization failed — Moveworks breaks content into snippets to surface relevant excerpts. If a record cannot be snippetized due to formatting, encoding, or structure issues, it’s ingested but not enabled.
• Snippets were dropped — A record may snippetize but produce unusable snippets (empty or malformed chunks). Moveworks drops the snippets and the record is not served.
• Override configured — An admin has explicitly blocked the record from being served via an override in Moveworks Setup.

Why does the record count in Moveworks differ from my source system?

Moveworks ingests records based on your configured spaces, labels, or filters. Records outside those filters, draft or archived records, and records your integration credentials cannot access are not ingested.

How long does it take for new or updated records to appear?

Ingestion is scheduled at regular intervals depending on your configuration. See the Ingestion Schedule for timing by content type.

Does Moveworks ingest macros in Confluence articles?

Permission Checker

Permission Checker is available on both the Internal Knowledge and Files screens. It verifies whether a specific user has access to a specific article or file.

When to use it:

• A user reports they cannot find content they should have access to
• You changed permissions, group memberships, or ACL rules in the source system and want to confirm they reflect in Moveworks
• You updated permission rules in Moveworks and need to validate them
• You want to audit that sensitive HR, legal, or financial documents are only accessible to authorized personnel

How to access:

1. Navigate to Moveworks Setup → Search → Indexed Content
2. Select Internal Knowledge or Files
3. Click any record in the table
4. Open the Permission Checker panel

How to use:

1. Review the current permission strategy shown in the panel:
   • Permission Strategy: configured for the connector in Core Platform → Resource Permissions → Permission Rules → Strategy Config. ReBAC displays Native Permissions; ABAC or “Public to all members” displays Moveworks Enforced Permissions.
   • Additional Restrictions: DSL rules that layer extra access filters on top of source-mirrored permissions.
   • Additional Access: DSL rules that grant access to audiences beyond mirrored permissions. (ServiceNow only.)
   • For more, see Permissions.
2. Click View Permission for User → select or enter the user’s email → click View Permission
3. Review the result:
   • Has permission: True → user can access this content
   • Has permission: False → user cannot access this content
   • Errors:
     • User profile not found → user hasn’t been ingested in User Identity
     • Permission data could not be found → source-system permissions haven’t been ingested yet; check the Permission Crawling widget
     • Permission rules not found → no Permission Rules configured for this connector
     • Internal system error occurred → retry; if persistent, contact Support

Record Activity Logs

Record Activity Logs surface a subset of enrichment and processing steps a record goes through after a successful crawl. Failures during enrichment can prevent records from being indexed even when the crawl succeeded.

When to use them:

• A user reports specific content isn’t being served, even though they have access
• After adding or updating content, you want to confirm processing and indexing succeeded
• Content appears outdated or incomplete and you suspect processing is blocked
• You need to share detailed processing errors with Moveworks Support

How to access:

1. Navigate to Moveworks Setup → Search → Indexed Content
2. Select Internal Knowledge or Files
3. Click any record in the table
4. Open the Record Activity Logs panel

How to interpret:

• Review logs sorted by timestamp to see enrichment steps such as Validation and Snippetization
• Success = the step completed; Failure = the step failed and may be blocking serving
• Use the Error Summary to understand failures
• If all steps show Success but the record still isn’t served, contact Moveworks Support

Common error messages:

Common Questions

What does “content serving” vs “not serving” mean?

• Indexed — content was successfully processed and indexed, ready to be served
• Not Indexed — processing or indexing failed; the record is not available to users

What does the Permission Ingested column mean?

• Indexed — permissions have been successfully ingested for this record
• Not Indexed — either permissions exist but haven’t been ingested yet, or permissions don’t apply to this record type

What does “0/1 healthy” or “8/10 healthy” mean in ingestion widgets?

The fraction of your configured systems that are currently healthy. 1/10 healthy means 1 of 10 configured systems is healthy.

Why is the crawled/indexed count different from the count in the Data Crawling Viewer?

Expected. Data Crawling Viewer shows records fetched during each full or incremental run. After fetch, records go through processing and validation before reaching the index. The Indexed Content screens show what made it to the index — a strict subset of what was fetched.

Does Permission Checker support ServiceNow?

Yes — Permission Checker evaluates ServiceNow content permissions, but the UI does not currently display ServiceNow ACL ingestion flow. ACL display is on the roadmap.

How long after a source permission change should I wait before retesting?

Wait for the next scheduled crawl cycle to complete. Permission Checker reflects permissions as of the last successful crawl, not real-time source state.

Can I bulk-test multiple users against the same record?

No — Permission Checker supports individual user testing only.