Configure crawl settings for an Asana external content connector

  • Release version: Yokohama
  • Updated October 10, 2025
  • 2 minutes to read

    • Specify the projects you want your Asana external content connector to crawl. Define inclusion or exclusion filters to dictate the types of content the crawl retrieves and feeds to AI Search for indexing.

    Before you begin

    A connector administrator must have already created the Asana external content connector that you want to configure crawl settings for. To learn about this procedure, see Create an Asana external content connector.

    Role required: sn_ext_conn.xcc_admin

    About this task

    This task is optional. By default, the Asana external content connector crawls all projects from its specified source system and sends documents with all supported file extensions to AI Search for indexing. Only perform this task if you want the connector to use any of the following non-default settings:
    • Inclusion or exclusion filters for the projects to crawl when running content crawls
    • Inclusion or exclusion filters for the file extensions to retrieve when running content crawls

    Content is only retrieved from the source system if it passes all of your configured crawl setting filters. If any crawl setting filter excludes a content item, the external content connector doesn't retrieve it.

    Important:

    By default, an external content connector can index up to one million (1,000,000) documents from its source system. When a connector exceeds this limit, it continues to crawl the source system, but only sends document deletions and updates to AI Search for indexing, ignoring new documents. The connector logs an error message for every 10,000 documents it crawls beyond the indexing limit.

    When a connector's indexed document count exceeds 800,000, a warning message appears in the connector's UI to indicate that it's approaching the indexing limit. If the connector reaches the indexing limit, an error message appears in its UI.

    If one of your connectors reaches the indexing limit, you can update its crawl settings and file inclusion/exclusion filters to reduce the number of documents it retrieves. Alternately, if you need to index more than 1,000,000 documents, you can create a Customer Service and Support case at https://support.servicenow.com/now to request a limit increase for the connector.

    Procedure

    1. Navigate to All > External Content Connectors > External Content Admin Home.
    2. In the Connectors list, select the record for the Asana external content connector whose settings you want to modify.
    3. In the connector editor's Settings tab, select Crawl settings.
    4. Select one of the following Content options:
      • To crawl all projects from the source system, select Crawl all content.

      • To crawl only a specified set of projects from the source system, select Include only these projects, then use the Add Projects field and Add button to enter names for projects you want the connector to include when crawling.

        As an example, you might enter Production to only retrieve searchable content from the project with the specified name.

      • To crawl all but a specified set of projects from the source system, select Exclude only these projects, then use the Add Projects field and Add button to enter names for projects you want the connector to exclude when crawling.

        As an example, you might enter Test to exclude searchable content from the project with the specified name.

    5. Select Save and validate.

    Result

    The Asana external content connector is updated with your modified crawl settings.

    What to do next

    To retrieve content from your Asana source system using your modified crawl settings, create and run a one-time content crawl for your Asana external content connector. To learn about creating and running one-time content crawls, see Create a content crawl for an external content connector.