Configure crawl settings for a Microsoft OneDrive external content connector

Specify the individual drives you want your Microsoft OneDrive 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 Microsoft OneDrive external content connector that you want to configure crawl settings for. To learn about this procedure, see Create a Microsoft OneDrive external content connector.

Role required: sn_ext_conn.xcc_admin

About this task

This task is optional. By default, the Microsoft OneDrive external content connector crawls all individual drives from its specified source system and sends files 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 individual drives 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 Microsoft OneDrive 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 filtering options:
   • To crawl all individual drives from the source system, select Crawl all content.

   • To crawl only a specified set of individual drives from the source system, select Include only these individual drives, then use the Add OneDrive owner emails to include field and Add button to enter email addresses for the owners of individual drives that you want to include in the crawl.

     For example, you might enter [e-mail] to include only searchable content from the specified user's individual drive.

   • To crawl all except a specified set of individual drives from the source system, select Exclude only these individual drives, then use the Add OneDrive owner emails to exclude field and Add button to enter email addresses for the owners of individual drives that you want to exclude from the crawl.

     For example, you might enter [e-mail] to exclude searchable content from the specified user's individual drive.

5. Select one of the following Filetype filtering options:
   • To retrieve all supported file types from the source system, select Crawl all files.

   • To retrieve only files with specified extensions from the source system, select Include only these file extensions, then use the Add file extensions to include field to enter file extensions you want the connector to include when crawling.

     As an example, you might enter .pdf to only include searchable content from Portable Document Format (PDF) files found in the source system.

   • To retrieve all files except those with specified file extensions from the source system, select Exclude only these file extensions, then use the Add file extensions to exclude field to enter file extensions you want the connector to exclude when crawling.

     As an example, you might enter .txt to exclude searchable content from Plain Text files found in the source system.

   For details on the supported file extensions, see Binary file extensions supported in External Content Connectors.
6. Select Save and validate.

Result

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

What to do next

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