Configure crawl settings for a SAP DMS external content connector

  • Release version: Yokohama
  • Updated November 12, 2025
  • 5 minutes to read

    • Specify the folders you want your SAP DMS external content connector to crawl. Define inclusion or exclusion filters to specify which content the crawl retrieves and feeds to AI Search for indexing.

    Before you begin

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

    Role required: sn_ext_conn.xcc_admin

    About this task

    This task is optional. By default, the SAP DMS external content connector crawls all folders and repositories from its specified source system and sends all documents and their attachments with 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 documents to retrieve based on their last modification date
    • Inclusion or exclusion filters for the folders to crawl when running content crawls
    • Inclusion or exclusion filters for the repositories to crawl when running content crawls
    • Inclusion or exclusion filters for the attachment 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 SAP DMS 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 Last modified date options:
      • To retrieve content from all documents regardless of their last modification date, select All.
      • To only retrieve content from documents that were last modified in the preceding 365 days, select Last 365 days.
      • To only retrieve content from documents that were last modified in the preceding 180 days, select Last 180 days.
      • To only retrieve content from documents that were last modified in the preceding 90 days, select Last 90 days.
      • To only retrieve content from documents that were last modified in the preceding 30 days, select Last 30 days.
      • To only retrieve content from documents that were last modified in the preceding 7 days, select Last 7 days.
    5. Select one of the following Folders options:
      • To crawl all folders from the source system, select Crawl all folders.

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

        As an example, you might enter 9173ggdzt1671gfeja to only retrieve searchable content from the folder with the specified ID.

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

        As an example, you might enter 48dhgdgf16712gvsa to exclude searchable content from the folder with the specified ID.

    6. Select one of the following Repositories options:
      • To crawl documents from all repositories on the source system, select Crawl all repositories.

      • To crawl only documents from a specified set of repositories on the source system, select Include only these repositories, then use the Add repositories name or ID to include field and Add button to enter names or IDs for repositories you want the connector to include when crawling.

        As an example, you might enter 5b01d7f6-6263-4aeb-9b75-2186db9b201e and production-repo to only retrieve documents from the specified repositories.

      • To crawl documents from all but a specified set of repositories on the source system, select Exclude only these repositories, then use the Add repositories name or ID to exclude field and Add button to enter names or IDs for repositories you want the connector to exclude when crawling.

        As an example, you might enter d11d7f07-c4ad-4742-b17d-c078869e54a5 and test-repo to exclude documents from the specified repositories.

    7. Select one of the following Attachments options:
      • To retrieve all attachments with supported file extensions from the source system, select Crawl all attachments.

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

        As an example, you might enter .docx to retrieve only attachments with the Microsoft Word file format.

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

        As an example, you might enter .csv to exclude attachments with the Comma-Separated Values (CSV) file format.

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

    Result

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

    What to do next

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