Indexed Source form

  • Release version: Xanadu
  • Updated February 4, 2025
  • 2 minutes to read
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    Summary of Indexed Source form

    The Indexed Source form in ServiceNow allows you to create or modify indexed sources for AI Search. Indexed sources define which ServiceNow AI Platform® tables are indexed to enable content search capabilities. This form is essential for managing indexed content and controlling how AI Search processes data.

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    Key Features

    • Name: Assign a unique identifier to each indexed source.
    • Source Table: Select the ServiceNow AI Platform table to be indexed. Note that some tables are excluded from indexing and cannot be selected. For remote content, external indexed sources are used.
    • Active Status: Only one indexed source per table can be active at a time. AI Search indexes content only from active sources, ensuring no duplication occurs.
    • Application Scope: Automatically set to indicate the application ownership of the indexed source.
    • Retention Policy: Define how long records remain indexed based on their last update. This is mandatory for the Task table and its extensions, helping manage index size and relevance.
    • Force Late Binding: Optionally enable late binding security for search results, enhancing content security. This field requires form layout configuration to be visible.
    • Condition Filter: Apply filters to restrict which records from the source table are indexed, ensuring only relevant data is included and maintained.

    Practical Implications for ServiceNow Customers

    Using the Indexed Source form, customers can precisely control which data AI Search indexes, how long it retains that data, and the security applied to search results. This control helps optimize search relevance, performance, and compliance with data retention policies. Ensuring only one active source per table avoids indexing conflicts, and filters enable targeted indexing to improve search accuracy. Understanding and configuring these settings allows customers to tailor AI Search indexing to their organizational needs effectively.

    The Indexed Source form contains information about indexed sources defined for AI Search. Use this form when creating or modifying an indexed source.

    For details on creating or modifying an indexed source, see Create an indexed source.

    Table 1. Indexed Source form
    Title Description
    Name Unique name for the indexed source.
    Source The ServiceNow AI Platform® table to index.

    AI Search excludes some ServiceNow AI Platform tables from indexing. You can't define indexed sources for these excluded tables or their derived tables. For a list of excluded tables, see ServiceNow AI Platform tables excluded from AI Search indexing.

    To index content from a remote table, create an external indexed source. For more details on configuring indexed sources for external content, see Indexing and searching external content in AI Search.

    Plugins and applications can define multiple indexed sources for the same ServiceNow AI Platform table, but only one of them can be active at a time. For more details, see Active.
    Active Option to activate the indexed source. AI Search only indexes content and metadata from active indexed sources.
    Note:
    Only one indexed source can be active at a time for a given ServiceNow AI Platform table. The system makes duplicate indexed sources for a table inactive by default. Before you can make one of these duplicate sources active, you must edit the currently active source and make it inactive. AI Search only indexes content and metadata from active indexed sources.
    Application Application scope for the indexed source. This field is automatically set.
    Retention Policy Policy specifying a retention time limit for records from the source table. AI Search only indexes source records that were last updated within the specified time period, and purges records from the index when their time since last update exceeds the limit.
    If this field is empty, AI Search indexes source records regardless of their last updated date and retains them in the index indefinitely.
    Note:
    This field is required when Source is set to the Task [task] table or any table that extends it.
    Force Late Binding Option to make AI Search use late binding security for all search results from the indexed source.

    This field isn't shown in the default Indexed Source form view. For instructions on configuring the form layout to show the field, see Configuring the form layout.

    For an explanation of late binding security and its effects on search, see Content security in AI Search.
    Condition
    Filter Optional filter conditions limiting the set of records to index from the source table. AI Search only indexes records that satisfy all defined filter conditions, and purges records from the index if they no longer satisfy these conditions.