AI Search Spoke

  • Release version: Zurich
  • Updated July 31, 2025
  • 3 minutes to read
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    Summary of AI Search Spoke

    The AI Search Spoke enables ServiceNow customers to store and manage data from third-party applications within the AI Search server using Workflow Studio. This integration allows users to access and automate content indexing and retrieval through the AI Search portal. It requires an Integration Hub subscription and specific dependent plugins to function correctly.

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    Key Features

    • Integration with Third-Party Data: Store data from external applications securely in AI Search for unified access.
    • Automation Actions: Includes a comprehensive set of actions to automate indexing, updating, deleting, and ingesting documents within AI Search.
    • Document Management: Supports ingestion of documents via JSON property input or download URL, with options to specify detailed security principal access permissions to control document visibility and access.
    • Security Controls: Allows granular permission settings for users and groups, ensuring secure content access management aligned with organizational policies.
    • Batch Processing: Features batcher initialization, release, and commit actions to efficiently queue and process documents for indexing.
    • File Support and Availability Checks: Provides actions to check AI Search availability for ingestion and retrieve supported file extensions.

    Practical Use and Requirements

    • Subscription and Dependencies: Requires an Integration Hub subscription and activation of AI Search and External Content for AI Search plugins, which may require appropriate licensing.
    • Trusted Domains: When ingesting documents using URLs, domains must be added to the AI Search spoke’s trusted list to ensure secure ingestion.
    • Unauthenticated Access for URLs: Document URLs used for ingestion must allow unauthenticated access, as authentication via session IDs or cookies is unsupported.

    Expected Outcomes

    ServiceNow customers can expect streamlined automation of content indexing and management tasks within AI Search, improved security with fine-grained access control, and efficient handling of documents from multiple sources. This enables enhanced search capabilities and better data accessibility across integrated systems.

    Store data from the required third-party application in the AI Search server through Workflow Studio. Access data through the AI Search portal.

    Request apps on the Store

    Visit the ServiceNow Store website to view all the available apps and for information about submitting requests to the store. For cumulative release notes information for all released apps, see the ServiceNow Store version history release notes.

    Integration Hub subscription

    This spoke requires an Integration Hub subscription. For more information, see Legal schedules - IntegrationHub overview.

    Spoke version

    AI Search spoke v2.0.3 is the latest version.

    Spoke dependencies

    If you’re having trouble installing the app, ensure that these dependent plugins are activated:
    • AI Search (com.glide.ais)
    • External Content for AI Search (com.glide.ais.external_content)
    Note:
    Some of these plugins are licensable features and require appropriate licenses, if used outside the spoke implementation.

    Spoke actions

    The AI Search spoke provides actions to automate tasks when events occur in your ServiceNow instance. Available actions include:

    Action Description
    Commit Index Commits queued documents in the batcher and indexes them. Synchronously returns feedback about the indexed content.
    Delete Document

    Deletes a record from the AI Search content index.
    Delete Documents

    Deletes all records that use a specified external content schema table from the AI Search content index. You can optionally specify a Glide query to limit the set of documents deleted from the specified schema table.
    Get Max File Size

    Retrieves the maximum file size which can be ingested into AI Search.
    Ingest Document

    Ingests properties of the specified document into the batcher. In releases starting with Rome, you can optionally specify security principal access permissions for the document.

    Specify the document's properties as name-value pairs in a JSON object formatted as in the following example: 
    {
  "title": "Report 2021-02-26",
  "author": "Abel Tuter",
  "url": "http://example.com/reports/2021/02/26/"
}
    You can specify the document's security principal access permissions as name-value pairs in a JSON object formatted as in the following example:
    {
  "everyone": false,
  "groups.deny": [
    "report-users",
    "hr-users"
  ],
  "groups.read": [
    "report-admins",
    "hr-admins"
  ],
  "none": false,
  "users.deny": [
    "ad\bow-ruggeri",
    "don_goodliffe"
  ],
  "users.read": [
    "ad\beth-anglin",
    "ad\abel-tuter",
    "carol.coughlin@sharepoint"
  ]
}

    For more details on security principal access permissions, see External content access permissions.
    Ingest Document Using Download URL

    Downloads a document from a URL and ingests it into the batcher. In releases starting with Rome, you can optionally specify security principal access permissions for the document.

    Add the URL's domain to the AI Search spoke's list of trusted domains before you specify this action's Download URL input. For details on modifying the spoke's list of trusted domains, see Set up the AI Search spoke.

    This action doesn't support authentication session IDs or cookies, so the document URL must allow unauthenticated access.

    Specify the document's properties as name-value pairs in a JSON object formatted as in the following example: 
    {
  "title": "Report 2021-02-26",
  "author": "Abel Tuter"
}
    The document's url property is automatically populated with the value of the Download URL input.
    You can specify the document's security principal access permissions as name-value pairs in a JSON object formatted as in the following example:
    {
  "everyone": false,
  "groups.deny": [
    "report-users",
    "hr-users"
  ],
  "groups.read": [
    "report-admins",
    "hr-admins"
  ],
  "none": false,
  "users.deny": [
    "ad\bow-ruggeri",
    "don_goodliffe"
  ],
  "users.read": [
    "ad\beth-anglin",
    "ad\abel-tuter",
    "carol.coughlin@sharepoint"
  ]
}

    For more details on security principal access permissions, see External content access permissions.
    Initialize Batcher Initializes a new batcher to queue documents for indexing.
    Is AIS Available For Ingestion

    Checks whether AI Search is available for ingestion.
    Look up Supported File Extensions

    Retrieves file extensions supported by AI Search.
    Release Batcher

    Releases a used batcher from pool.
    Update By Query

    Updates all the records in the AI Search content index that match the specified query.
    See Set up the AI Search spoke for information about setting up the AI Search spoke.