Estimate document volume for Atlassian Confluence Cloud

  • Release version: Yokohama
  • Updated July 30, 2025
  • 3 minutes to read

    • Estimate the number of documents included in your Atlassian Confluence Cloud source system. Use this information to determine crawl scope settings needed for your Atlassian Confluence Cloud external content connector.

    Before you begin

    You need the following credentials and permissions for your organization's Atlassian Confluence Cloud source system:
    • Login credentials for an administrator account
    • Permission to create reports

    Role required: none

    About this task

    Before configuring an Atlassian Confluence Cloud external content connector, you may find it helpful to estimate the number of documents available in your Atlassian Confluence Cloud source system.

    By estimating the count of available documents, you can determine whether you need to restrict the crawl scope for your Atlassian Confluence Cloud external content connector to avoid exceeding the indexed-document limit.
    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. Log in to your Atlassian Confluence Cloud administration console using administrator credentials.
      The URL for the Atlassian Confluence Cloud administration console is typically https://<hostname>.atlassian.net/wiki/admin, where <hostname> is your organization-specific hostname.
    2. In the administration page's menu, navigate to Settings > Data management > Space reports.
    3. Select Create report and wait for the new report's Download link to appear.
      The report may take a few minutes to generate.
    4. Select the Download action for the new report, then save the space report CSV file to a convenient location when prompted.
    5. Open the downloaded space report CSV file in a tool of your choice.
    6. For each space listed in the space report CSV file, find the number of available documents in the space by adding its listed Content Count and Attachments figures.
      As an example, if a space's entry in the space report CSV file shows Content Count 3571 and Attachments 258, the total number of available documents for that space is 3,829.
    7. Sum the available-document counts for all spaces to find the total number of available documents in your Atlassian Confluence Cloud source system.
      Note:
      The counts in the space report include all document and attachment types. Some of these may be types that aren't supported by the Atlassian Confluence Cloud external content connector, so the number of documents and attachments retrieved by the connector may be lower than the numbers in the report.

    What to do next

    If your Atlassian Confluence Cloud source system's total available document count exceeds the connector limit of one million (1,000,000) documents, you will need to limit the crawl scope for the Atlassian Confluence Cloud external content connector. Choose a set of spaces whose total document count is less than the connector limit, and inform your ServiceNow AI Platform admin so they can configure the external content connector's crawl settings to include only those spaces.

    For details on configuring the Atlassian Confluence Cloud connector's crawl settings, see Configure crawl settings for an Atlassian Confluence Cloud external content connector.