Configure crawl settings for a Miro external content connector

  • Release version: Yokohama
  • Updated October 14, 2025
  • 4 minutes to read

    • Specify the Spaces and boards you want your Miro external content connector to crawl. Define inclusion or exclusion filters to restrict the content the crawl retrieves and feeds to AI Search for indexing.

    Before you begin

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

    Role required: sn_ext_conn.xcc_admin

    About this task

    This task is optional. By default, the Miro external content connector crawls all accessible Spaces from its specified source system and sends searchable text content and metadata from all boards it finds 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 Spaces to crawl when running content crawls
    • Inclusion or exclusion filters for the boards to retrieve searchable text content and metadata from 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 Miro 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 Dates options:
      • To only retrieve searchable text content and metadata from boards that were published in the last year, select Published last year.
      • To only retrieve searchable text content and metadata from boards that were published in the last quarter, select Published last quarter.
      • To only retrieve searchable text content and metadata from boards that were published in the last month, select Published last month.
      • To only retrieve searchable text content and metadata from boards that were published in the last week, select Published last week.
    5. Select one of the following Spaces options:
      • To crawl boards from all Spaces found on the source system, select Crawl all spaces.

      • To crawl only boards from a specified set of Spaces, select Include only these spaces, then use the Add space ID to include field and Add button to enter IDs for Spaces with boards that you want the connector to include when crawling.

        As an example, you might enter 3458764623126768011 to only retrieve searchable text content and metadata from boards in the Space with the specified ID.

      • To crawl boards from all but a specified set of Spaces, select Exclude only these spaces, then use the Add space ID to exclude field and Add button to enter IDs for Spaces with boards you want the connector to exclude when crawling.

        As an example, you might enter 3074457347343237232 to exclude searchable text content and metadata from boards in the Space with the specified ID.

    6. Select one of the following Boards options:
      • To retrieve searchable text content and metadata from all boards found in the source system, select Crawl all boards.

      • To retrieve searchable text content and metadata from only a specified set of boards found in the source system, select Include only these boards, then use the Add board ID to include field and Add button to enter IDs for boards you want the connector to include when crawling.

        As an example, you might enter uXjVJYMj0OM= and o9J_leLUTqM= to only retrieve searchable text content and metadata from boards with the specified IDs.

      • To retrieve searchable text content and metadata from all but a specified set of boards found in the source system, select Exclude only these boards, then use the Add board ID to exclude field and Add button to enter IDs for boards you want the connector to exclude when crawling.

        As an example, you might enter uXjVK7XkyFY= to exclude searchable text content and metadata from the board with the specified ID.

    7. Select Save and validate.

    Result

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

    What to do next

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