Ingested Files (New)

Resource Lifecycle

After connecting Moveworks to your content system (like ServiceNow, Confluence, Google Drive, etc) and setting up ingestion, raw records (files, knowledge articles) are pulled in. These records then undergo processing and validation before being indexed in Moveworks and made available for serving.

Purpose of New Ingested Files Screen

Ingested Files Screen serves following use-cases for admins:

• Connected systems health: Monitor health of connected systems by reviewing whether Moveworks is able to successfully crawl and ingest files from your connected systems
• UAT of newly configured system: Validate if content is getting successfully crawled and indexed into Moveworks. Additionally validate if the count of crawled and indexed records from your newly configured system is as per your expectation or not
• Periodic checks on key metrics: Keep periodic checks on crawled records, indexed records, and not indexed records. Act swiftly on any deviation on these metrics
• Troubleshooting: Identify and resolve issues such as unhealthy systems, failed ingestion runs, permission ingestion failures, lower than expected file counts, missing files, files not serving to users, and file-level issues

Comparison: New and Legacy Interfaces

The updated ingested file screen comes with new capabilities including:

• Visibility into content and permission ingestion status
• View of total files crawled, indexed files, and not indexed files
• Ingestion and indexed timestamps details
• Permission ingestion status for each file
• Filtering and enhanced search
• Redesigned UI/UX

These improvements give Moveworks admins a comprehensive view of content imported from external systems and make content troubleshooting easier and more effective.

New View

Legacy View

New Files Screen Components

Crawling Health Widgets

• Content Ingestion: Monitor file ingestion systems’ health, view ingestion runs with logs, and error summaries, and quickly access connector and ingestion configs
• Permission Ingestion: Monitor permission ingestion systems’ health, view ingestion runs with logs, schedules (full and incremental), and error summaries, and quickly access connector and ingestion configs

Read more about Data Crawling: Data Crawling View

Crawled Records Widgets

• Crawled Files: Count of unique files crawled from external system
• Indexed Files: Count of unique records that Moveworks has successfully processed and indexed.
• Not Indexed Files: Count of unique records that failed to process or index, and are currently not indexed.

Crawled Records Table

• Last Indexed At (Table Header): Timestamp when the index was last updated (based on latest fetched file)
• External Record ID: The unique ID of a file fetched from your external system
• Title: The title of a file fetched from your external system
• Connector: Name of the connector from which a file is crawled
• Content Status: Whether a file is currently indexed or not indexed
• Permission Status: Whether permissions are indexed for a file from the external system
• Last Crawled At: Timestamp when the content was last crawled
• Last Indexed At (Table column): Timestamp when a file was last indexed

Filters

• External ID: Filter files by their unique ID from the external system to quickly locate specific files
• Content Status: Filter files by their current status (Indexed or Not Indexed) to identify files available to users or troubleshoot issues
• Connector: Filter files by the connector source to view files from specific connectors (e.g., Google Drive, Box, SharePoint)

Permission Checker

What is Permission Checker?

The Permission Checker tool allows Moveworks admins to verify whether a specific user has access to specific files by providing or selecting a user’s email address.

When to use Permission Checker?

• A user complains that they cannot find information from specific files in their search results, even though they should have access
• Admins have changed permissions, group memberships, or ACL rules in source system and want to confirm they are reflected in Moveworks
• After updating permission rules in Moveworks, admins need to validate that content permissions are reflected correctly
• Need to verify that new employees/UAT users can access expected content records
• Admins want to audit that sensitive HR, legal, or financial documents are only accessible to authorized personnel and not exposed to unauthorized users

How to Access Permission Checker in Moveworks Setup?

To access Permission Checker in Moveworks Setup:

1. Navigate to Moveworks Setup
2. In Enterprise Search left nav section, expand Enterprise Search → Answers → Files
3. Select Files screen
4. Click on any record in the table
5. View the Permission Checker tool

How to Use Permission Checker in MW Setup?

1. Review your current permission strategy
   • The permission details section displays the following details:
     • Permission Strategy: Shows the permission strategy configured for this connector in Core Platform > Resource Permissions > Permission Rules screen > Strategy Config
       • If ReBAC strategy is selected, it displays Native Permissions
       • If ABAC or Public to all members of the organization is selected, it displays Moveworks Enforced Permissions
     • Additional Restrictions: DSL rules that layer additional access filters on top of existing permissions mirrored from the source system, providing granular control over who can view specific content. Configured in Core Platform > Resource Permissions > Permission Rules > Additional Restrictions config.
     • Additional Access: DSL rules that let Moveworks admins define extra audiences who are allowed to see certain records on top of the existing mirrored permissions. This explicitly adds access rather than restricts it. Configured in Core Platform > Resource Permissions > Permission Rules > Additional Access config.
       Learn more about Resource Permissions here
2. Click ‘View Permission For User’ → Select or enter the user’s email address → Click ‘View Permission’
3. Review the results
   1. Has permission: True - User can access this content
   2. Has permission: False - User cannot access this content
   3. If there’s any issue in evaluating the permissions, you will see the following errors:
      1. User profile not found. Please verify whether the user exists in Moveworks.: This user doesn’t exist in the Moveworks platform to evaluate permissions. Please check whether the user is ingested in User Identity > Imported Users > All Users.
      2. Unable to test user permissions - permission data could not be found. Please try again later.: Permission data from your source system is not ingested yet. Please verify in Permissions Crawling widget or Customer Data Crawling Viewer that permissions have been successfully ingested.
      3. Unable to test user permissions - permission rules not found. Please configure permission rules and try again: Permission strategy has not been defined for this connector. Please verify whether Permission Rules exist for the connector.
      4. Unable to test user permissions - internal system error occurred. Please try again later.: There’s an internal error at Moveworks - this will be resolved by our team. Reach out to Support if this issue persists.

Record Activity Logs

Record Activity Logs provide visibility into a subset of enrichment and processing steps a record goes through after it is successfully crawled. During enrichment steps, failures can occur due to issues like:

• Unsupported record types
• Large record sizes
• Corrupted or empty content
• Password-protected documents

These failures can prevent records from being indexed, updated, and served to users.

Record Activity Logs help Moveworks admins understand whether a record was successfully processed or failed during these steps, enabling effective troubleshooting of content that is not being served.

When to use Record Activity Logs?

• Users report that specific content is not being served, even though they have access to it
• After adding or updating content, admins want to verify that records are processed and indexed correctly
• Content appears outdated or incomplete, and admins want to check if processing issues are blocking updates
• Admins want to understand enrichment failures caused by issues such as file size limits, unsupported formats, or corrupted content
• When troubleshooting complex issues, admins want to share detailed processing errors with the Moveworks Support team

How to access Record Activity Logs?

1. Navigate to Moveworks Setup

   

2. In Enterprise Search left nav section, expand Enterprise Search → Answers → Files

   

3. Select Files screen

   

4. Click on any record in the table

   

5. View the Record Activity Logs tool

   

How to use Record Activity Logs?

Use Record Activity Logs to understand what happened to a record after it was crawled and identify if it failed during processing.

• Review the latest logs (sorted by timestamp) to see enrichment steps such as Validation and Snippetization
• Check the Status column:
  • Success → The step completed successfully
  • Failure → The step failed and may be blocking the record from being served
• Look at Error Summary (if available) to understand why a step failed
• Trace the sequence of steps to identify where the failure occurred

If all steps show Success but the record is still not being served or updated, contact the Moveworks Support team with the record details for further investigation.

List of all the errors surfaced in record activity logs:

FAQs

1. What does content serving or not serving mean?

   • Indexed: The content has been successfully processed and indexed
   • Not Indexed: Moveworks couldn’t process and index the content. This typically happens when content isn’t in the proper format or when there’s a large drop in files that prevents processing

2. What does the permission ingested column mean?

   • Permission status – Indexed: Permissions have been successfully ingested for these records
   • Permission status – Not Indexed: This can mean two things:
     • Missing permissions: Permissions exist but haven’t been ingested for this record yet
     • Not applicable: Permissions don’t apply to this type of record

3. What does ‘0/1 healthy’ or ‘8/10 healthy’ mean in the ingestion widgets?

   • This shows how many of your configured systems are currently healthy. For example, “1/10 healthy” means 1 out of your 10 configured systems is healthy

4. What is the difference between last ingested at and last indexed at?

   • Last crawled: The timestamp when we successfully pulled a record from the external system as part of our data ingestion processes
   • Last indexed: The timestamp when we updated our index after detecting changes to a content record
   Important Note

   Last ingested at may be recent but last indexed at may be older because we continuously ingest records but only update the index when changes are detected to the content records.

5. Does the ingested files count represent the sum of serving and not serving files?

   • Yes, the ingested files count represents the total of both indexed and not indexed files combined

6. Is SNOW ACL supported or not?

   • Currently, we do not support showing ServiceNow ACL permissions flow in our permissions view. This feature is on our future roadmap

7. Count of successfully ingested records in the view logs does not match with the ingested records in ingested Knowledge/Files/Users/Forms screen. Is this expected?

   • Yes, this is expected. Data ingestion viewer shows count of records ingested in each full or incremental runs. Post which the records go through a series of processing and validation steps, before reaching the index and to the serving state. Therefore we must not compare the view log metrics with the ingested resource screens

8. When content has both Native Permissions and Additional Restrictions or Additional Access (only for ServiceNow) configured, how is access determined?

   • Permission Checker applies Additional Restrictions or Additional Access on top of Native Permissions using AND logic - both the native source permissions AND the additional DSL rules must allow access for the result to show “True.”

9. I see “Native Permissions” as the permission strategy but ‘-’ in the Additional Restrictions - does this mean no restrictions are applied?

   • Correct, if Additional Rules shows ”-” or is empty, only the source system’s native permissions are being used without any additional Moveworks-defined restrictions.

10. Does Permission Checker work for ServiceNow content even though ACL permissions aren’t displayed in the UI?

    • Yes, Permission Checker can evaluate ServiceNow content permissions, but we do not support showing ACL ingestion yet.

11. After updating permissions in the external system, how long should I wait before testing with Permission Checker?

    • Wait for your next scheduled ingestion cycle to complete - Permission Checker reflects permissions as of the last successful ingestion, not real-time source system changes.

12. Can I use Permission Checker to bulk test multiple users against the same document?

    • No, Permission Checker supports individual user testing only.

13. Why is Additional Access visible sometimes and not other times?

    • Additional Access configuration is only available for ServiceNow connectors. It will not appear for other connector types.

14. I’m getting Unable to test user permissions - internal system error occurred. error, what should I do?

    • This indicates an internal system error. Please try again in a few minutes. If the error persists, reach out to support for assistance.

15. I’m getting Unable to test user permissions - internal system error occurred. error, what should I do?

    • Yes, Record Activity Logs only show a subset of processing steps and errors. In some cases, all visible steps may appear as successful, but the record can still fail due to issues in other enrichment steps that are not currently surfaced. In such scenarios, please reach out to the Moveworks support team.