File Search Moveworks Setup (Self-Serve) Configuration

File Search is available through Self-Serve for your admin. The following guide will show you how to self-serve File Search via Moveworks Setup.

1. Grant access, configure your Connector, and then configure your Ingestions via Moveworks Setup

In this step, you will create an application for Moveworks within your source system, grant the necessary scopes for the application, create the connector, and set up your file ingestion configurations in Moveworks Setup.

  1. Navigate to Files under Answers in the sidebar.

  2. Click on Create.

  3. Depending on the system you wish to ingest from, please continue with one of the following integration guides for File Search:

    1. Sharepoint Online
    2. Box
    3. Google Drive
  4. Once you have completed the steps in integration guides above for your chosen system, please continue to the next steps in this guide to fully enable File Search.

2. Check Ingestion Status

In this step, you will check Control Center to see the up-to-date view on the status of your ingestions, before you turn on File Search for your employees.

  1. In Files Control Center, you can see when your most recent ingestion is finished running and the status of all your ingested files.

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Status Definitions

StatusDefinitionAction Item
ServingWhen the File has been ingested and indexed, and is now ready to serve in bot (or actively servingYour files are ready to serve! Continue to Step 3 to
IngestedWhen the File has been ingested, but not indexed and ready to serve in bot yetYour files are actively indexing and almost ready to serve – check back later
DroppedWhen the File has been dropped, due to various error reasonsYour files were dropped due to exceeding file limit
Ineligible – due to ACL PermissionsWhen the file has been ingested, but is unable to serve due to not having permissions ingestedWe were unable to ingest ACL permissions for the file – please refer to the Access Guide landing page to validate that you’ve granted all the necessary scopes

3. Launch File Search to a test group of employees, validate permissions

In this step, you will turn on File Search to a whitelist set of test users, as well as validate that permissions are working as expected.

  1. Navigate to Advanced Configuration in Answers.
  2. Go to the File Search section.
  3. Specify a test group of users to launch the skill to:
    1. Input specified emails of your allowlist users:
      1. Input must be in the following format: user.email_addr in [”[email protected]”, “[email protected]”, “<[email protected]>”]
    2. Check the Launch Skill button.

To validate permissions

  1. Access your Moveworks bot with one of the users in the allowlist
  2. Attempt to search for a file for which you do not have access in your source Sharepoint/Drive/Box, i.e. “restricted_inaccessible_file.pdf”
  3. You should not receive the contents of that restricted file in your search
  4. Note: We are building Permissions Analytics soon, to allow you to validate all file permission tokens and audit history of interactions and permissions filtering

4. Launch File Search to Your Employees

In this step, you will turn on File Search to make all your ingested files available to Search.

  1. Navigate to Advanced Configuration under Answers.

  2. Go to the File Settings.

  3. Remove the allowlist of users, check the Launch Skill button, and click on Save.

  4. At this point, File Search will now be live for all your users.

5. Maintenance: Adding and Removing Files from Search

During the maintenance phase, you are able to add and remove files from being searchable.

Adding Files

  1. Option 1: Add new files to your Source system
    1. Once you set up an ingestion for a specific resource, i.e Sharepoint Site, Drive or Box folder, Moveworks will automatically ingest the new files and their file permissions.
    2. Moveworks will crawl through the resources for new files, and upon completion of the next ingestion, those files will be searchable in-bot.
  2. Option 2: Add new Resources for ingestion
    1. Navigate to File Ingestion in Answers.
    2. Select the Ingestion for the system where you wish to add new files.
    3. Click through to the Ingestion Setup step.
    4. Add new Sites/URLs/Folders.
    5. Double check that you have properly defined your URLs/Sites/Folders
      1. Note, you will need to grant access to Moveworks to the new folders that you wish to ingest files from – please refer to the integration guides:
        1. File Search Box Configuration - Configuring File Ingestion in Moveworks Self-Serve.
        2. File Search Sharepoint Online Configuration - Configuring File Ingestion in Moveworks Self-Serve.
        3. File Search Google Drive Configuration - Configuring File Ingestion in Moveworks Self-Serve.
    6. Click on Run Ingestion.
      1. Upon completion of the next ingestion, all new files added to your source Sites/URLs/Folders will be available for Search.
    7. Check Ingestion Status in Control Center to validate that the ingestion has completed.
      1. Click on Download as CSV to review the status of all your files offline.

Removing Files

  1. Option 1: Delete files from your Sites/URLs/Folders, in your Source system
    1. Upon completion of the next ingestion, all files deleted from your source Sites/URLs/Folders will no longer available for Search.
  2. Option 2: Delete Sites/URLs/Folders from ingestion
    1. Navigate to File Ingestion in Answers.
    2. Select the Ingestion for the system where you wish to add new files.
    3. Click through to the Ingestion Setup step.
    4. Delete existing Sites/URLs/Folders that contain the files you no longer want available for Search.
    5. Click on Run Ingestion.
      1. Upon completion of the next ingestion, all files from deleted Sites/URLs/Folders will no longer be available for Search.
    6. Check Ingestion Status in Control Center to validate that the ingestion has completed.
      1. Click on Download as CSV to search for your new files.

Changing File-Level Permissions and Access

  1. Moveworks will always respect the permissions from your source system, when determining who can view the content of any given file.
  2. As you make changes to the permissions for a file, i.e. remove User A & add User B, those permissions will be updated and enforced in bot within 1 hour.

Failure Resolutions

This step describes how to resolve issues that you are encountering.

Failed Permission Ingestions

  1. Files where we were unable to ingest the ACL permissions are unsuccessful, will be labelled with Status = Ineligible (No ACL Permissions).
    1. Since first-class ACL permissions will always be respected, no files where we are unable to enforce ACL permissions will ever be searchable.
    2. Double check your connector guide that you have granted the proper set of permissions for Moveworks.
      1. File Search Sharepoint Online Configuration -Grant Moveworks Access to MSGraph API
    3. One you have granted permissions, the files should be Status = Serving within 24 hours

Failed File Ingestions

  1. When any of your files are unable to be ingested, you will receive a notification in Alert Central.
  2. If a file failed because we were not granted the necessary permissions to ingest the file or its permissions, you may see its status as Not Serving (No ACL Permissions).
    1. To resolve, please validate that you have granted the necessary set of access per the access requirements.
      1. File Search Sharepoint Online Configuration -Grant Moveworks Access to MSGraph API
        1. If you are running into this issue with Sharepoint and granting MSGraph access via Sites.Selected, to identify the Sites for which ACL permissions are not being ingested, select Download as CSV, which will reveal the paths for the files where permissions are not being ingested.
  3. If files from certain Resources you are expecting to see are missing, you may have defined the Resource or Folder or URL incorrectly.
    1. To identify the Resources that are not part of the recent ingestion, please select Download as CSV.
    2. In your CSV, group or filter for the resources that you had configured for ingestion, but are now missing from the recent ingestion – these are the resources that were improperly ingested.
    3. To resolve:
      1. Double check that you have granted the necessary set of access to those resources:
        1. File Search Sharepoint Online Configuration.
      2. Navigate back to File Knowledge, select the integration where you are missing resources from ingestion, click through to Ingestion Setup, and double check that you have named the Site correctly.

File Ingestion Exceeded File Limit

  • Your Ingestion failed because the total number of Files that you are attempting to serve exceeds your file limit – all files that were previously ingested and live are still available for your employees, but no new files or updates have been made searchable as part of this recent failed ingestion.
  • Until you resolve this issue, no new files will be ingested.
  • To resolve this issue, you have several options:
    • Go to File Knowledge → Ingestion Setup and remove certain Resources from your
      • To identify the new Configs that were not ingested, navigate to Control Center
      • Files that caused you to exceed the limit will have Status as “Dropped”
    • Remove files from your Source folders that are being ingested from
      • To identify the new files that were not ingested, navigate to Control Center
      • See the specific files that caused you to exceed the limit will have Status as “Dropped”
      • The “Path” column can point you to remove the Configs for those “Dropped” files